How we work, step by step
Eight steps from the first call to a system that keeps improving. Nothing is built before the scope, price and delivery date are agreed in writing.
- 01
Diagnose
Find where the system leaks.
A free discovery call and a look at how enquiries, calls, follow-up and payments actually move through the business today, and where they stop.
What you getA shortlist of leaks, ranked by what each one costs
- 02
Map
Draw the current flow.
Every channel, tool and hand-off written down: where a lead arrives, who sees it, what happens next, and what is typed twice.
What you getA map of the flow as it is, not as it should be
- 03
Design
Agree the system in writing.
The system that closes the leaks, the package it fits, the fixed price and the delivery date, agreed in writing before anything is built.
What you getFixed scope, price and timeline
- 04
Build
Make it real.
Workflows, agents, pages and sequences built on your own accounts, in your tone, with your prices and policies.
What you getA working system on accounts you own
- 05
Integrate
Connect it to what you use.
Your CRM, calendar, WhatsApp, accounting and email wired together, then tested on the scenarios your customers actually create.
What you getOne connected flow, tested end to end
- 06
Launch
Go live, carefully.
A staged switch-on with a person watching the first real conversations, and a handover with documentation and training.
What you getA live system and the documentation to run it
- 07
Measure
See what changed.
Response times, follow-up coverage, bookings and payments tracked from your own data, and reported plainly, including what did not move.
What you getHonest reporting from your own numbers
- 08
Improve
Tune it as the business changes.
Prompts, sequences and integrations adjusted during the support period, and after it if you keep us on.
What you getA system that keeps pace with the business
The commercial terms
Fixed scope and price
Agreed in writing before any work starts. No hourly meter.
50% to start, 50% on delivery
The second half is due when the system is live.
Support written in
Thirty or sixty days after delivery, depending on the package.
Yours at the end
Your accounts, your data, with documentation and a handover.
Three ways to solve this. Here is the honest shape of each.
Most buyers are choosing between hiring a freelancer, retaining a marketing agency, or buying a system. The middle two columns describe what is usual in those categories, not any particular business: plenty break the pattern. Our column is what we put in writing.
What you end up with
Soarin ClevanA connected system: capture, reply, follow-up and payment chasing, wired into the tools you already use.
A freelancerUsually the one deliverable in the brief, built well but standing on its own.
A marketing agencyCampaigns and creative; what happens after the click is often someone else’s job.
Who does the work
Soarin ClevanThe person on your discovery call. No account manager in between.
A freelancerThe person you hired, when they are not on another project.
A marketing agencyAn account manager in front, a team of varying seniority behind.
Price
Soarin ClevanFixed per package, published on the site before you call, agreed in writing before work starts.
A freelancerQuoted per project or per hour; scope changes usually reopen the price.
A marketing agencyA monthly retainer, often with a minimum term.
Payment
Soarin Clevan50% to start, 50% when the system is live.
A freelancerCommonly 50% up front, sometimes more.
A marketing agencyMonthly in advance, through the term.
Running costs
Soarin ClevanListed before you commit, billed to you directly by the providers, on your own accounts.
A freelancerUsually yours, though not always itemised in advance.
A marketing agencyOften inside the retainer, which makes them hard to see and harder to leave.
Who owns it
Soarin ClevanYou do. Your accounts, your domain, your data, handed over with documentation.
A freelancerNormally yours, though access can be slow to transfer.
A marketing agencySometimes built on the agency’s own platform or accounts.
When it is done
Soarin ClevanA delivery window in writing per package, from one to eight weeks depending on scope.
A freelancerDepends on their other work, and typically moves with it.
A marketing agencyScheduled around the retainer cycle.
After launch
Soarin ClevanThirty or sixty days of support written into the agreement, then you decide.
A freelancerGoodwill, usually, and whatever you agreed.
A marketing agencyContinues while you keep paying.
What gets reported
Soarin ClevanResponse times, follow-up coverage, bookings and payments, from your own data, including what did not move.
A freelancerNot usually part of the engagement.
A marketing agencyA monthly report, often of channel metrics rather than revenue.
What is promised
Soarin ClevanThe work and the handover. No guaranteed rankings, no promised AI citations, no invented numbers.
A freelancerVaries with the person.
A marketing agencyGrowth targets are common; the ones nobody controls should not be.
| What is being compared | Buy a systemSoarin Clevan | HireA freelancer | RetainA marketing agency |
|---|---|---|---|
| What you end up with | A connected system: capture, reply, follow-up and payment chasing, wired into the tools you already use. | Usually the one deliverable in the brief, built well but standing on its own. | Campaigns and creative; what happens after the click is often someone else’s job. |
| Who does the work | The person on your discovery call. No account manager in between. | The person you hired, when they are not on another project. | An account manager in front, a team of varying seniority behind. |
| Price | Fixed per package, published on the site before you call, agreed in writing before work starts. | Quoted per project or per hour; scope changes usually reopen the price. | A monthly retainer, often with a minimum term. |
| Payment | 50% to start, 50% when the system is live. | Commonly 50% up front, sometimes more. | Monthly in advance, through the term. |
| Running costs | Listed before you commit, billed to you directly by the providers, on your own accounts. | Usually yours, though not always itemised in advance. | Often inside the retainer, which makes them hard to see and harder to leave. |
| Who owns it | You do. Your accounts, your domain, your data, handed over with documentation. | Normally yours, though access can be slow to transfer. | Sometimes built on the agency’s own platform or accounts. |
| When it is done | A delivery window in writing per package, from one to eight weeks depending on scope. | Depends on their other work, and typically moves with it. | Scheduled around the retainer cycle. |
| After launch | Thirty or sixty days of support written into the agreement, then you decide. | Goodwill, usually, and whatever you agreed. | Continues while you keep paying. |
| What gets reported | Response times, follow-up coverage, bookings and payments, from your own data, including what did not move. | Not usually part of the engagement. | A monthly report, often of channel metrics rather than revenue. |
| What is promised | The work and the handover. No guaranteed rankings, no promised AI citations, no invented numbers. | Varies with the person. | Growth targets are common; the ones nobody controls should not be. |
The same business, with the system in place.
| Area | Without | With the system |
|---|---|---|
| First reply to a new lead | Hours, or the next morning | Under a minute, any hour |
| Calls after hours | Voicemail, mostly unheard | Answered, qualified and booked |
| Follow-up | Whenever someone remembers | Automatic, on WhatsApp and email |
| Where leads live | Inboxes, phones and notebooks | One CRM, with a status on each |
| Unpaid invoices | Chased by hand, if at all | Reminded on schedule, with a pay link |
| Repetitive admin | Retyped between tools | Handled by workflows and agents |
| Security of it all | Nobody has checked | Tested against the OWASP Top 10 |
Tell us where the system is leaking.
A short description is enough to start. We reply with first thoughts, the questions that matter, and whether we are the right people for it.
- 1First thoughts on what you describe
- 2The questions that actually matter
- 3A straight answer on whether we fit
- Markets
- India, Australia, United Arab Emirates, United Kingdom, Brazil, South Africa