The objective of this project is to design and implement a fully automated client fulfillment and performance management system for a white-label outbound growth service.

Our business model delivers “Outbound Growth-as-a-Service” to clients, where they pay a fixed monthly fee for a predictable flow of booked meetings. To make this work at scale, we require a backend system that eliminates manual oversight, automates communication between clients and our delivery team, and ensures service-level goals are consistently met.

Key Goals:

1. Onboarding Automation: Create an intake form that captures each client’s ideal customer profile (ICP), approved messaging, performance targets, and scale plan. This information should automatically populate into our central system (Airtable).
2. Backend Handoff: Automatically send new onboarding submissions and updates to our white-label delivery team, ensuring they have all the information needed to execute campaigns.
3. SLA Performance Tracking: Build a monitoring flow that checks campaign performance every 2 days, compares it to client goals, and notifies the backend team with required actions when targets are missed.
4. Client Communication: Automate weekly performance reports (formatted PDF or dashboard) that are sent to clients under our brand. All client feedback or update requests should also be mirrored to the backend team automatically.
5. Escalation & Oversight: Create a system where unacknowledged issues escalate automatically after 48 hours, with notifications to management.
6. Automated business financial tracking that logs every payment and expense, sets aside taxes, and produces weekly cashflow snapshots.
7. Hands-Off Operation: The final outcome should allow the system to run with minimal or no manual intervention. A virtual assistant should be able to operate the entire flow by pressing buttons or reviewing automated outputs—no custom troubleshooting required.

The ultimate goal: Deliver a scalable, fully automated revenue engine that guarantees clients receive consistent results, while the business operates in the background without constant founder or operator involvement. And inancies are transparently tracked with little to no manual intervention

System Deliverables:

1. Client Onboarding Automation
2. 
   

• An intake form (Typeform, Tally, or similar) capturing: ICP, approved templates, targets, response rate goals, and scale milestones.
• Submissions automatically flow into Airtable and trigger a branded onboarding confirmation email to the client.
• New client details automatically sent to backend (via alias email) for kickoff.

1. Backend Handoff & SLA Tracking
2. 
   

• Automated flow that checks campaign KPIs every 2 days (via API or uploaded reports).
• If goals aren’t met, an automated email instructs backend team on corrective actions.
• If backend does not respond within SLA window (24–48h), system escalates automatically.

1. Client Communication
2. 
   

• Weekly branded PDF report generated from Airtable data and sent to client via email.
• Client updates, requests, or calls automatically mirrored to backend alias.
• If client requests a call, calendar invite auto-booked under brand alias (backend joins as “your team”).

1. Finance Tracking Layer (Business Numbers)
2. 
   

• Finance Ledger in Airtable capturing:
• 
  
• Revenue (client payments via Stripe)
• Expenses (backend invoices, software, VA costs)
• Tax allocations (auto 35% of revenue set aside)
• Profit & Loss Dashboard with live rollups:
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• Gross revenue
• Total costs by category
• Net profit
• Tax reserve
• Net after-tax
• “Available to Live On” monthly number
• Automated Weekly Cashflow Digest emailed to founder & VA:
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• Revenue collected
• Expenses incurred
• Net profit
• Tax reserve added
• Spendable cash balance
• Exportable monthly P&L report (CSV or PDF) for investor/exit-readiness.

1. Documentation Package
2. 
   

• Workflow diagrams of the automation system.
• SOPs for a VA to monitor/operate the system.
• Loom/video walkthrough showing the system live.