Document your entire tech stack—payment systems, accounting software, CRM, communication tools, AI usage. This isn't inventory for inventory's sake. We're identifying integration opportunities, optimization gaps, and workflow improvements that directly impact your profitability and scalability.
Your systems determine your capacity. Businesses that scale have integrated tech stacks where data flows automatically. Businesses that stall have fragmented tools, manual processes, and compounding inefficiencies. This audit reveals where you're bleeding time and money.
Don't just list software names. Explain how you're actually using each tool, where things break down, what frustrates you. "We use QuickBooks" tells me nothing. "We use QuickBooks Desktop, manually enter all transactions, reconcile twice a month when we have time, and our P&L is usually 6 weeks behind" tells me everything.
This audit determines CRM migration strategy, automation opportunities, and integration priorities. If you're using 12 disconnected tools, we're consolidating. If you're underutilizing powerful systems, we're training. If you're missing critical infrastructure, we're building it.
Fill out the GHL form. This data feeds into our system optimization recommendations and integration roadmap.
Yes, we'll walk through this together. I'll ask why you chose each tool, where workflows break, what you wish worked better. But if you document your current state first, our discussion becomes strategic problem-solving instead of discovery.
Your website works. But if your systems are chaos, you can't scale. This process identifies the infrastructure gaps that prevent growth—fragmented data, manual workflows, poor attribution tracking. Foundation enables execution.
I'll show you integration opportunities you didn't know existed. But you need to document what you're currently using and where pain points exist. I can't see inside your business. You can.
What we need: Complete payment infrastructure. How do clients pay you? What software generates invoices? What payment processors do you use? What's the client experience?
Why it matters: Payment friction kills conversion. If your payment process is clunky, you're losing deals. If you don't have automated payment follow-up, you're chasing invoices instead of building the business.
Contractor example: "We use CoConstruct for project management and invoicing. Clients can pay via ACH (preferred) or credit card through Stripe integration. We send payment schedule with contract—typically 50% upfront, 25% at midpoint, 25% at completion. Follow-up is manual—project manager emails if payment is 3+ days late."
Accountant example: "We invoice through QuickBooks Online, payment via Bill.com (ACH) or credit card through QuickBooks Payments. Monthly retainer clients auto-bill on the 1st. Tax clients get invoiced upon filing with 15-day terms. We have automated reminders at 7 days overdue, 14 days, and 30 days before it escalates to me personally."
Red flags to identify: Manual invoice creation, no automated payment reminders, high credit card fees eating margin, clients paying 45+ days after invoice.
What we need: Accounting software (QuickBooks Desktop, QBO, Xero, FreshBooks, etc.), who maintains it, how current it is, how often you review financials.
Why it matters: If you don't have accurate financials, you're making business decisions blind. If your books are 6 weeks behind, you don't know if you're profitable until it's too late to fix it.
Contractor example: "QuickBooks Desktop, our bookkeeper Sarah does data entry weekly, reconciles monthly. I review P&L and job costing reports every Friday. We're usually 7-10 days behind real-time, which is frustrating for project margin analysis."
Accountant example: "We use QuickBooks Online for our own firm. I handle A/R and A/P weekly, our part-time bookkeeper reconciles accounts monthly. We review financials in detail quarterly with our own CPA because we're too busy serving clients to stay on top of our own numbers—classic cobbler's kids situation."
Optimization opportunities: Real-time bank feeds, automated categorization, monthly close within 5 business days, dashboard reporting instead of digging through P&L line items.
What we need: Comprehensive tech stack inventory. Everything. CRM, project management, email marketing, scheduling, file storage, communication tools—everything.
Why it matters: We're looking for redundancy (paying for two tools that do the same thing), gaps (critical functions handled manually), and integration opportunities (data living in silos).
Contractor example:"CoConstruct - project management, client portal, selections trackingQuickBooks Desktop - accountingBuildertrend - field team uses for daily logs (yes, we have two PM systems, it's a mess)Google Workspace - email, Drive for file storageCalendly - scheduling estimatesHouseCall Pro - service work scheduling (different from remodel projects)WhatsApp - field team communicationDropbox - client photo sharing (separate from Drive, also messy)"
Accountant example:"QuickBooks Online - our accountingKarbon - practice management, workflow automationLiscio - client portal, document sharingSmartVault - document management, backupTaxDome - tax return delivery (redundant with Liscio but tax team prefers it)Calendly - client schedulingZoom - meetingsSlack - internal team communicationBill.com - A/P automation for clientsGusto - payroll for our firm"
What we're analyzing: Redundancy, integration gaps, underutilization (paying for features you're not using), missing automation opportunities.
What we need: Phone system details. VoIP? Cell phones? Call tracking? Recording? Transcription? SMS capability?
Why it matters: Call recording and transcription is content goldmine. Sales conversations reveal objections, questions, and positioning opportunities. If you're not recording, you're losing valuable insights. If you're not tracking, you don't know which marketing drives calls.
Contractor example: "We all use personal cell phones with business numbers via Google Voice. No call recording. No centralized texting system. No call tracking. If someone calls and we don't answer, we have no idea which ad or referral source drove the call."
Accountant example: "RingCentral for our main line, forwards to cell phones. We have call recording enabled but rarely listen to recordings. No transcription. No integration with our CRM so calls aren't logged unless someone manually adds a note."
Optimization opportunity: Call tracking numbers by marketing source, automatic recording, transcription through tools like Fireflies or Otter, CRM integration for automatic call logging, SMS integration for text-based follow-up.
What we need: Are you recording sales calls, client meetings, internal strategy sessions? Are you transcribing them? What tool?
Why it matters: Transcriptions are content gold. Client meetings reveal pain points, objections, and questions that become blog posts, FAQs, and social content. Sales calls reveal positioning opportunities. Strategy sessions capture decisions that otherwise get forgotten.
Good answer: "Yes, we use Fireflies.ai for all Zoom meetings. Auto-records, auto-transcribes, searchable. We review transcripts for action items and content opportunities."
Common answer: "We record Zoom meetings sometimes but rarely go back and watch them. No transcription. They just sit in cloud storage."
Optimization opportunity: Automatic recording for all client and sales meetings, transcription through Fireflies/Otter/Tactiq, searchable repository, team training on mining transcripts for insights.
What we need: ChatGPT, Claude, Gemini, Jasper, Midjourney—what are you using and for what? Be specific about actual use cases, not aspirational "we should probably use AI."
Why it matters: AI is infrastructure now, not experimental. If you're not using it for content creation, proposal writing, email drafting, research, and process documentation, you're working 3x harder than competitors who are.
Contractor example: "I use ChatGPT for proposal writing—speeds up the process from 90 minutes to 30 minutes. Our project manager uses it to draft client update emails. We're experimenting with Midjourney for design inspiration but haven't integrated it into client presentations yet. Not using Claude or Gemini."
Accountant example: "Heavy ChatGPT users—tax research, client email drafting, process documentation. We have a Claude Pro account that I use for long-form strategy writing and tax planning scenarios. Not using any image generation tools. Just started testing Perplexity for research because it cites sources better than ChatGPT."
Optimization opportunity: Team-wide AI training, documented use cases and prompts, integration into standard workflows (not just ad-hoc usage), Claude Projects for client-specific context, custom GPTs for recurring tasks.
Your systems determine your capacity. This audit reveals where you're bleeding time and money through fragmented tools, manual processes, and missed automation opportunities. Be thorough. The more detail you provide, the better our optimization recommendations.
©Feedbackwrench All Rights Reserved.
