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S-09 — Industry · VA & staffing agencies

Systems for VA agencies that want to scale without the chaos

A VA agency is an operations business. Every new client adds onboarding, matching, check-ins, reporting and invoicing. I've worked the delivery side: supporting 200+ US client accounts, building client onboarding systems and SOPs, and training and coordinating VAs. I also built Axis, an operations platform for VA service businesses, so I know where the manual work hides and how to automate it.

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Diagnosis

Sound familiar?

  1. 01

    Onboarding is copy-paste

    Every new client means the same forms, emails, accounts and handoffs, all done by hand.

  2. 02

    You can't see what your VAs are working on

    Hours, tasks and client feedback live in different tools, if they're captured at all.

  3. 03

    Client reporting eats your week

    Pulling together updates for each client is slow and inconsistent.

  4. 04

    Sales and delivery don't connect

    Leads in the CRM, delivery in chat, billing somewhere else, and nothing talks to anything.

Scope

What I build for VA agencies

  • S-09.1

    Client onboarding automation

    Intake forms, contracts, welcome sequences and account setup, triggered automatically.

  • S-09.2

    VA matching & assignment

    Structured intake so the right assistant is matched faster, with a clear record of who works where.

  • S-09.3

    Client reporting

    Weekly updates built automatically from real task and hours data.

  • S-09.4

    Sales pipeline

    Pipelines and follow-up for discovery calls, proposals and renewals, often in GoHighLevel.

    See GoHighLevel Automation · S-01

  • S-09.5

    Operations platform

    One hub for your team, clients and communications: Axis, or a custom build.

  • S-09.6

    AI assistance

    AI that drafts reports, summarizes client threads and flags accounts that need attention.

Method

How the engagement runs

I map your agency end to end (lead, discovery call, match, onboarding, delivery, reporting, renewal) and find the handoffs where things slip. We automate those first, using the tools you already have wherever possible.

  1. 01

    Survey

    I map how work actually moves today: every tool, handoff, spreadsheet and inbox. You get the map in writing before anything is built.

  2. 02

    Blueprint

    A scoped plan: what gets automated, what stays human, what it connects to and what it will cost to run. You sign off before I build.

  3. 03

    Build

    Delivered in stages your team can test with real data, with error handling and logging from day one rather than bolted on later.

  4. 04

    Handover

    Documentation and a recorded walkthrough, so your team can run it and change it. Your accounts and your data stay yours.

Note

Step 01 starts with a short note. You get the map in writing before anything is built.

Start a conversation

Evidence

Work I've done & related projects

  1. S-09.N-01

    In a systems and automation role serving 200+ US client accounts, I created client onboarding systems and SOP documentation and ran a Graphic Design/Canva mentorship track for other VAs.

  2. S-09.N-02

    On a curriculum-production engagement, I trained and coordinated additional VAs on content input to scale throughput.

Axis sign-in screen: the operations OS for service businesses.
Fig. 01 — SaaS · Operationsaxis-ops.app

Axis — visit live site (opens in a new tab)

Multi-tenant SaaS operations platform for VA service businesses — team, clients and communications on one control surface.

  • Next.js
  • Vercel
  • Neon Postgres
  • Resend
  • Anthropic API
Motherboard sign-in screen: the operations OS for Example Company, listing automated provisioning, role-based access, audit trail and Slack notifications.
Fig. 02 — Internal tool · Operationsmotherboard-portfolio.vercel.app

Motherboard — visit live site (opens in a new tab)

Internal operations dashboard: onboard new team members, provision tool access across the stack and keep it in sync, with role-based access, an audit trail and Slack notifications.

Portfolio demo with fictional data. Demo sign-in details are on its login page.

  • Next.js
  • Google sign-in
  • Role-based access
  • Audit trail
  • Slack notifications
Curriculum Hub overview dashboard showing milestone progress and a lesson sign-off table.
Fig. 03 — Internal toolcurriculum-hub-portfolio.vercel.app

Curriculum Hub — visit live site (opens in a new tab)

Curriculum operations dashboard with role-based access for content, editorial and voiceover teams.

Portfolio demo with fictional data.

  • Next.js
  • Role-based access
  • Dashboards

Questions

Questions agency owners ask

Do we have to use Axis?

No. Axis is one option if you want a ready-made operations platform. Many agencies start with automation around the tools they already use, and that's fine.

Can you work with our existing CRM?

Yes. Whether it's GoHighLevel, HubSpot, Keap, ActiveCampaign or a spreadsheet, I'll build around what you have, or help you move if it's holding you back.

Will this replace our operations staff?

It removes repetitive work, so your team can handle more clients and focus on quality, matching and relationships.

Where do we start?

Usually with the step that costs the most time each week, which is often onboarding or client reporting. A quick win there makes the case for everything after it.

Contact

Tell me what's slowing the business down.

Optional
Optional

I read every message myself.

What happens next

  1. 01I reply personally by email.
  2. 02A short call to walk through your current setup.
  3. 03A written map and a scoped plan, with running costs, before anything is built.
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