Service
Managed Automation & Optimization
Ongoing monitoring, maintenance and monthly improvements, so the systems you invested in keep working as your business changes.
Plans from $500/month · Indicative founding-client pricing. Final scope and price are confirmed in a written proposal.
Automations do not stay finished
The day an automation launches is the day it starts drifting. Vendors update their APIs, someone renames a field in the CRM, a new lead source gets added, or a staff change means alerts still go to someone who left months ago.
Most of these failures are quiet. Nothing crashes. Leads just stop getting assigned, or a follow-up step stops firing, and nobody notices until a customer complains or the pipeline looks thin.
Your team is busy running jobs. Managed support gives you someone whose job is to watch the plumbing, fix it when it breaks and keep improving it based on what the data shows.
Deliverables
What is included
Monitoring
Scheduled checks and failure alerts on the covered workflows, including lead capture, routing, follow-up steps and integrations.
Maintenance and fixes
Troubleshooting and repair when a vendor change, data problem or configuration change breaks something.
Small change requests
Routine updates like adding users, adjusting routing, editing templates or adding a field, within the monthly scope agreed in your plan.
Monthly optimization review
A recurring review of pipeline and workflow data with recommendations on what to tune, what to retire and what is worth building next.
Documentation upkeep
Your automation inventory and runbooks are updated as things change, so they stay accurate.
Process
How the engagement runs
- 1
Baseline
If we did not build your workflows, we start by reviewing and documenting what is running before taking responsibility for it.
- 2
Agree the scope in writing
We define which systems and workflows are covered, how requests are submitted, coverage hours and response expectations.
- 3
Monitor and maintain
Ongoing checks, alerts and fixes throughout the month, with each change logged.
- 4
Review monthly
A short review call or written summary covering issues, changes and recommendations.
- 5
Plan larger improvements
Bigger improvements are scoped as separate fixed-fee projects so the monthly retainer stays predictable.
A good fit if…
- Contractors who finished a Lead-to-Booked pilot or implementation project and want it kept running
- Teams without an in-house person who understands their automations and integrations
- Businesses with existing automations that break now and then for reasons nobody can explain
- Owners who want a regular, data-based conversation about where leads are stalling
What this is not
- Large new builds or new integrations, which are scoped as separate projects.
- Round-the-clock emergency response, unless it is specifically agreed in writing.
- Fixing problems inside a vendor's own software. We help you document and escalate them to the vendor.
- Day-to-day CRM data entry or front-office staffing.
Tools we commonly work with
Vendor-neutral — no reseller or partner arrangements. Integration depth depends on each vendor's API access and your plan.
- n8n
- Zapier
- Make
- JobNimbus
- AccuLynx
- Jobber
- Housecall Pro
- ServiceTitan
- HubSpot
- HighLevel
- CallRail
- Twilio
- Google Calendar
Example: a month of managed support
- 01A scheduled check finds that leads from one website form stopped reaching the CRM after a plugin update. The office is notified and the connection is repaired.
- 02A new estimator joins, and routing rules and calendar links are updated to include them.
- 03The office asks for a follow-up template for financing questions. It is drafted, approved by the owner and added.
- 04The monthly review shows inspection requests from one part of the service area waiting longer for assignment than others. Routing is adjusted and the change is documented.
FAQ
Managed Automation questions
What does managed automation support cover each month?
Monitoring of the agreed workflows, fixes when something breaks, a defined amount of small change requests, and a monthly optimization review. The exact coverage, request process and response expectations are written into your plan, so there is no guessing about what is included.
Can you support automations someone else built?
Yes, after an onboarding review. We document what is running, look for fragile or undocumented steps and recommend fixes before taking on ongoing responsibility. Some inherited setups need cleanup first, which we scope separately.
How is managed support priced?
It is a monthly retainer. Your plan's scope, price and terms are confirmed in a written agreement after we review the systems to be covered, because one integration needs far less attention than a dozen. Larger new work is always quoted separately.
Do we need managed support after a pilot?
No. Everything built in a pilot is documented and stays in your accounts, so your team can run it. Managed support makes sense if you do not have someone in-house who can watch the workflows, fix them when a vendor changes something and keep improving them.
Is support available after hours?
Coverage hours are defined in your support plan. If your lead flow depends on after-hours workflows, such as emergency intake for a restoration company, we design alerting so failures reach your own on-call person as well as us. Any after-hours response commitment is put in writing.
Related services
Lead-to-Booked Pilot
We take one or two of your lead sources and build the path from first inquiry to scheduled estimate in the tools you already use: capture, duplicate checks, routing, human-approved replies, scheduling handoff and reporting.
Automation & Systems Integration
Practical integrations and automations using native features, n8n, Zapier or Make, with AI-assisted classification and drafting kept under human review and clear escalation.
Revenue Attribution & Reporting
Reporting that follows each lead from its source through appointment, estimate and signed contract, so marketing and sales decisions rest on your own data.
Find out where your leads are slipping.
Book a free 30-minute consultation. We will walk through how an inquiry moves through your business today and point out the gaps worth fixing first — whether or not you hire us.