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Operations Systems & Automations

Your Business Runs
On Memory.
Let's Fix That.

I build the operational infrastructure and automations that let solopreneurs and growing teams stop chasing updates, stop doing things manually, and start scaling without the chaos.

Book a Discovery Call → See the services ↓
Watch: How it works in 90 seconds
★★★★★ 100% Job Success on Upwork
⚡ Delivered for US, UK & EU clients
🔨 ClickUp · Monday · Notion · Zapier · Make · n8n
Who This Is For

Whether you're a team of one
or a team of thirty.

If you're doing the work, serving clients, and growing — but your operations haven't kept up — this is exactly what I build.

👤
Solopreneurs & Founders
You're doing everything yourself or with one or two people. You need the right systems from day one so things don't fall apart when you hire.
📣
Marketing & Creative Agencies
Running client campaigns, content, and delivery across multiple accounts with no central system tracking it all.
🎯
Coaches & Consultants
You have a VA, a client success person, maybe a sales rep. They're all working in disconnected tools with no workflow between them.
🔍
Recruiting & Staffing Firms
Candidate pipelines, client follow-ups, and placement tracking all managed in spreadsheets that break when someone new joins.
🛍
E-commerce Brands
Managing suppliers, inventory, and product launches manually. Every new SKU or team member adds more moving parts.
💼
Any Service Business
If coordination still runs through you personally and there's no central system for how work moves — this is what we build.
Sound Familiar?

The problems I fix every week.

These aren't signs of a bad team. They're signs of a business that grew faster than the systems holding it together.

"I spend half my day chasing people for updates."
Your team isn't the problem. There's no automated status system, so everything flows through you personally.
"We set up ClickUp but nobody uses it."
A tool without structure gets abandoned in two weeks. The setup has to match how your team actually works.
"Onboarding a new client takes forever and it's different every time."
No documented process means every onboarding depends on whoever is available. Slower, inconsistent, things get missed.
"I can't take on more clients without burning out."
You are the bottleneck. Without systems, every new client adds directly to your personal workload.
"I'm thinking of hiring an operations person."
Nine times out of ten, that role gets created because the process doesn't exist. Fix the system first.
"I don't actually know where everything stands."
Managing by memory means one dropped ball affects a client relationship. You need visibility without asking.
Systems I've Built

Real workspaces. Real clients.

Every system is built around how the business actually operates — not from a template.

Invoice management system in ClickUp
Finance & Invoicing — Contractor payment tracking with automated status, submission dates, and department tagging.
Creative request tracking in ClickUp
Creative Requests Pipeline — Content requests tracked by type, status, platform, and delivery role with full visibility.
Content planner in ClickUp
Content Planner — Production pipeline from drafts through review to scheduled posts with publish dates and platform tagging.
Services

Three ways to work together.

Every engagement includes automations. The tools we build in are chosen during kickoff based on how your team already works.

Ops Audit
Find out exactly what's broken and what to fix first, before committing to a full build.
$297
Delivered in 48 hours
Best for
Anyone who wants clarity on what's costing them the most time before making a bigger commitment.
A full review of your tools and workflows, a recorded Loom walking through what's broken and why, and a written action plan with priorities. 100% credited toward any build.
Includes
Tool & workflow review Loom walkthrough Priority action plan Full credit toward build
Start with the Audit
For Growing Teams
Full Ops System
Your entire operation rebuilt for scale. Systems, automations, integrations, reporting, and a trained team.
Scoped on discovery call
Based on your tools, workflows, and team size
Best for
Growing teams of 5–30. Agencies, coaches, recruiters, e-commerce brands, and service businesses that have outgrown how they operate.
A complete operational rebuild: workspace architecture, advanced cross-tool automations, reporting dashboards, client onboarding, team SOPs, and live training so your team uses it from day one.
Includes
Full workspace Advanced automations Reporting dashboards Cross-tool integrations Client onboarding Hire onboarding SOP Live team training Post-launch support
Book a Discovery Call
Ops Foundation
Your first real operating system, built right from day one so it doesn't break as you grow.
Scoped on discovery call
Based on your tools, workflows, and team size
Best for
Startups and businesses just getting started — solopreneurs through teams of 4 who need the right infrastructure from day one.
One clean workspace, core workflows, automations that remove the manual work, a repeatable onboarding process, and a way to see where things stand without asking.
Includes
Workspace setup Workflow design Automations Dashboard SOPs Loom handoff
Book a Discovery Call

Every build is scoped on a discovery call based on your team, your tools, and your complexity. No two businesses are the same and neither is the system I build for them.

Before You Reach Out

Is this the right fit?

Transparency saves both our time.

✗ Probably not the right fit
  • ✗ You don't have any clients yet and are still figuring out your business model
  • ✗ You're looking for a generic template or the cheapest possible setup
  • ✗ You want someone to manage your day-to-day tasks, not build the system
  • ✗ You're not ready to commit to using the system after it's built
✓ Let's work together
  • ✓ You're already doing the work and serving clients or customers
  • ✓ The way you operate today won't survive the next 6 months of growth
  • ✓ You want a system built around how your business actually works
  • ✓ You're ready to stop being the bottleneck in your own business
The Business Case

What this is actually worth
to your business.

These numbers are based on real client outcomes.

8 hrs
Saved per week, per team member
Manual updates, chasing people, re-entering data. All gone when the system is built right.
$50k
Annual cost of an ops hire you might not need
That role usually gets created because the process doesn't exist.
30%
More client capacity without new headcount
Automated delivery tracking means your team handles more without working longer.
2 days
To onboard a new team member
SOPs and structured workspaces mean new hires contribute immediately.
The Process

Five steps. No surprises.

You don't need to know anything about ClickUp or Notion. You just need to know how your business works.

01
Discovery
A free call where we talk through your team, tools, and biggest ops headache. I tell you what's needed and whether we're a fit.
02
Mapping
I map your workflows, team structure, and how work actually moves through your business. The thinking before the building.
03
Implementation
Workspace, automations, dashboards, SOPs — all built while your team keeps working. No disruption to your operations.
04
Training
Your team gets a full walkthrough so they understand the system and actually use it. Live session or recorded Loom depending on scope.
05
Launch
System goes live with post-launch support. I stay available to fix anything that's not working the way it should.
Client Reviews

What clients actually say.

Every review is from a verified completed project. 100% Job Success Score across all engagements.

★★★★★
"Thorough and clear. He understood our operations and built exactly what we needed, not just what we asked for."
Antonio Parks
Antonio Parks
Verified on Upwork · 5.0
★★★★★
"Incredibly responsive. Would hire again in an instant. Built our entire ClickUp workspace from scratch. Scalable and clean."
Christy De Voy
Christy De Voy
Verified on Upwork · 5.0
★★★★★
"Proactive and solution oriented. Did not wait to be told what to do. He just figured it out and got things done."
Patryk D.
Patryk D.
Verified on Upwork · 5.0
Common Questions

Before you reach out.

Do I need to already be using ClickUp or Notion? +
No. We figure out the right tool during kickoff based on how your team works. If you're already using one, I build inside it and improve what's there. If not, I recommend the best fit and set it up from scratch.
Are automations included? +
Yes. Automations are the core of what makes the system work without manual effort. They're included in every build — not an add-on. We automate through Zapier, Make, or n8n depending on what fits your stack.
What if my team doesn't adopt the system? +
Most adoption failures happen because people were handed a tool with no context. Every build includes a walkthrough or live training so your team understands the system before I hand it over.
How much of my time does this require? +
Very little. A discovery call, a short kickoff form, and a review of the handoff. I build while you keep working. Your input is needed at the start and at the end — not in between.
How much does a build cost? +
Every build is scoped on the discovery call based on your team size, tools, and complexity. I'll tell you the exact investment before any work begins so there are no surprises.
What happens after delivery? +
Post-launch support is included in every build. I stay available after delivery to fix anything that's not working as expected and make sure the system sticks.

Your systems should work
as hard as you do.

Book a free discovery call. We'll talk about where things are breaking, what needs to be built, and whether we're a good fit. No pitch. No pressure. Just clarity.

Book Your Discovery Call →

Not ready for a call? Start with the Ops Audit for $297.
A full picture of what needs fixing, delivered in 48 hours.

contact@waleedhayat.com