Workflow Systems — Bagacaya LLC

So your business
runs — even when
you're not.

Every hour you spend managing repetitive tasks, chasing information, or holding things together manually is an hour not spent on the work that actually grows your business. We fix that.

Start the conversation → See what's included
system_status.log
Client onboarding
● automated
Follow-up sequences
● automated
Proposal delivery
○ manual
Invoice & payment
✕ inconsistent
Project reporting
○ manual
2 of 5 automated — 40% optimized // target: 100%
The real cost

You're spending hours
every week on work
that shouldn't need you.

Every hour you spend managing repetitive tasks, chasing information, or holding things together manually is an hour not spent on the work that actually grows your business.

The math is simple. If you bill at $150/hour and you're spending 10 hours a week on operational overhead that could be automated, that's $1,500 a week in lost capacity — $78,000 a year of growth you're leaving on the table.

Most founders know this. They just don't have the time to fix it while they're living it. That's exactly what we do.

weekly_hours_audit.csv — before systems
Manually onboarding new clients
3–4 hrs
Chasing invoices & follow-ups
2–3 hrs
Updating project status manually
1–2 hrs
Re-explaining processes to team
2–3 hrs
Misc. operational overhead
1–2 hrs
Total: hours lost per week 9–14 hrs/week
After Bagacaya workflow systems ~1–2 hrs/week
What we build

Six systems.
One operational
foundation.

We map, design, and build the operational workflows that replace improvisation with infrastructure. Whether you need to streamline client onboarding, automate follow-ups, or connect the tools you're already using — we build workflows that are clean, documented, and built to scale with your team.

01 — Operations
Operations audit & mapping
Before we build anything, we document every workflow in your business — where things flow, where they break, and where the biggest leverage is. You see your own operations clearly for the first time.
Notion Airtable Miro
02 — Onboarding
Client onboarding workflows
The single highest-leverage workflow for most service businesses. We design the complete onboarding sequence — from signed contract to first deliverable — so every client gets a consistent, professional experience without you managing it manually.
HubSpot Go High Level Zapier
03 — Automation
Automation setup & integration
We connect the tools you're already using and build the automations that eliminate repetitive manual work. Follow-ups, notifications, data routing, status updates — all running without you touching them.
Zapier Make n8n
04 — Documentation
SOP documentation
Every system we build gets documented in plain language your team can actually follow. SOPs that live in your tools, not in someone's head — so your business doesn't break when someone steps away.
Notion Loom Confluence
05 — Project management
Project management setup
A project management system that reflects how your business actually works — not a generic template. Structured for visibility, accountability, and scale without turning into overhead.
Asana ClickUp Monday Notion
06 — Tool stack
Tool stack optimization
Most founders use too many tools, or the wrong ones for where they are. We audit your current stack, identify what to keep, what to replace, and what to add — then build the integrations that make everything work together.
Audit-first Platform-agnostic
What you receive

Six complete deliverables. Fully documented. Ready to run.

01
Operations audit & workflow map
A documented map of every operational workflow in your business — what exists, what's broken, what's missing, and where the highest-leverage fixes are. Your starting point and your reference point.
02
Client onboarding workflow
A complete, automated onboarding sequence from signed contract to first project milestone. Every step documented, every touchpoint designed, every manual task eliminated or systematized.
03
Automation setup & integration
Live automations connecting your tools and eliminating the repetitive manual work in your operations. Built, tested, and documented — with fallback handling for when things don't go as expected.
04
SOP library
A complete set of standard operating procedures for every major workflow — written in plain language, organized in your tools, and designed for a new team member to follow without asking questions.
05
Project management system
A configured PM system structured for how your business actually runs — with templates, views, and workflows built in. Not a blank tool with a subscription, a functional system ready to use on day one.
06
Tool stack recommendation & integrations
A documented recommendation for your ideal tool stack — what to keep, what to cut, what to add — with the integrations built and tested. Your team stops switching between disconnected tools.
The transformation

What changes when
the systems work.

Before
—You spend 10+ hours a week on tasks that shouldn't need you
—Every client gets a slightly different onboarding experience
—Team members ask the same questions repeatedly
—Scaling means hiring, because every task needs a human
—You're the only person who knows how things work
—You hesitate to take a week off — things fall apart
After
+Recurring tasks run automatically — you review, not manage
+Every client gets the same excellent onboarding without you in it
+SOPs mean your team can self-serve answers
+Growth doesn't require proportional headcount
+The business is documented — anyone can run any part of it
+You take a week off. The business keeps running.
How it works

Built around how your
business actually works.

01
Discovery
// current state audit
Before we build anything, we map what exists. We look at every workflow, every tool, every manual task — and identify where the leverage is. You see your own operations clearly, many for the first time. You walk away with a documented current state and a scoped plan.
02
Architecture
// workflow blueprint
We design the future state — every workflow mapped, every automation specified, every integration planned — before we build a single thing. You review and approve the blueprint. No surprises at the finish line.
03
Build & configure
// implementation
We build the workflows, configure the automations, connect the tools, and document everything in parallel. You review progress throughout — not just at handoff. Every system is tested against real scenarios before it reaches you.
04
Handoff & training
// independence
Every system is handed off fully documented and fully trained. Your team knows how to run it, modify it, and troubleshoot it — without needing us. We don't consider the engagement done until you can operate without us in the room.
// tool philosophy
Platform-agnostic. We use what's right for you.
Notion Airtable HubSpot Go High Level Zapier Make ClickUp Asana Monday Slack Loom n8n Typeform Calendly Stripe + your current stack
Investment & timeline

Scoped to the work
required — not a
template fee.

We don't publish set pricing because every operations engagement is different — a 3-person service business and a 12-person agency have completely different systems needs. We scope the work to fit your situation.

Most engagements are structured with milestone-based payments across start, mid-point, and delivery. No large upfront sum.

Typical timeline 4–6 weeks
Payment structure Milestone-based
Your time commitment ~2–4 hrs / week
Post-launch support 2–4 week window
Deliverables included 6 complete systems
Tool licenses required Yours to own
Questions

Before the first
conversation.

If the same tasks keep eating the same hours every week — onboarding clients, following up, updating statuses, answering the same questions from your team — that's a systems problem, not a discipline problem. Time management helps you use the hours you have; workflow systems give you hours back. If you're already disciplined and still feeling underwater, it's almost certainly the latter.
Almost always yes. We're platform-agnostic — we work with the tools that are right for your business, including the ones you're already using. We start with an audit of your current stack, identify what to keep and what to optimize, and build around your existing setup wherever it makes sense. We only recommend replacing a tool when there's a clear case for it.
This is the most important question in operations work, and it's one we think about from the first session. We don't build systems that live in documentation — we build systems your team is involved in shaping and trained to use. Every handoff includes structured training, and every SOP is written for the person who will actually follow it, not the person who designed it. Adoption is part of the deliverable.
We build systems that are documented and understandable — so you or your team can modify them as your business evolves. Every workflow is built with change in mind, not locked to a specific configuration. If you need significant changes down the line, many clients return for a follow-on engagement. If it's a minor adjustment, the documentation means you can likely handle it yourself.
Each of our three services can be engaged independently. If your biggest gap is operations — you have a functional brand and website but your backend is chaos — workflow systems is the right place to start. That said, when systems, brand, and digital infrastructure work together, the results compound. We'll tell you honestly what we'd recommend for your situation.
Ready when you are

Stop being the
system your
business runs on.

You leave with a business that operates with or without you in the room. That's the Bagacaya standard — we don't consider the work done until you can run it without us. Let's build that, starting with one conversation.

Start the conversation → See our process first
No long-term contracts required
Responds within 24 hours
Platform-agnostic — we work with your stack
Honest about fit before scoping anything