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St Albans, England
rachel@virtualrani.com

The AI Advantage

The Complete SMB System Integration Checklist: A Strategic Guide for Growing Businesses

By Rachel McNab • September 8, 2025

Complete SMB system integration guide with actionable frameworks for evaluating current systems, planning integration roadmaps, and managing vendor costs.

Your First Business Automation in 24 Hours

By Rachel McNab • September 1, 2025

Learn to identify, implement, and measure your first business automation in 24 hours. Beginner-friendly guide with no coding required for immediate time savings.

The Top 5 Automation Mistakes That Are Costing Small Businesses Big Time

By Rachel McNab • August 25, 2025

Avoid these 5 costly SMB automation mistakes that turn efficiency dreams into operational nightmares. Learn to optimize processes and choose solutions that work.

Automation: From Competitive Edge to Business Survival

By Rachel McNab • August 18, 2025

Discover why automation has evolved from competitive advantage to strategic necessity. Learn implementation strategies for all business sizes today.

2025 Business Automation Predictions for SMBs: The Year Small Businesses Go Big with Automation

By Rachel McNab • August 11, 2025

92% of companies boost AI investments in 2025. Discover how citizen developers, no-code platforms & plug-produce solutions make automation accessible to SMBs.

No-Code Automation Trends for 2025: The Dawn of Intelligent Process Revolution

By Rachel McNab • August 4, 2025

Discover the top no-code automation trends shaping 2025: hyperautomation strategies, AI-powered platforms, and multi-platform integration for business growth.

Zapier vs Make vs N8N: The Complete SMB Decision Guide

By Rachel McNab • July 28, 2025

Compare Zapier vs Make vs N8N for your SMB. Our complete guide covers pricing, technical requirements, and use cases to help you choose the right automation platform for your business needs and budget.

SMB Automation Reality Check: Why Most Small Businesses Get It Wrong (And How to Get It Right)

By Rachel McNab • July 21, 2025

SMB Automation Reality Check: Why 66% of automation projects fail and how small businesses can avoid common pitfalls. Learn the 3 signs you're not ready, real ROI timelines, and proven strategies for successful business automation implementation.

The Hidden Costs of Disconnected Systems: 10 Pain Points SMBs Can't Afford to Ignore

By Rachel McNab • July 14, 2025

Discover the 10 hidden costs of disconnected business systems for SMBs. From 5-10 hours of weekly manual data entry to revenue leakage and compliance risks.

The New AI-Augmented Team: Redefining Roles in Your Business

By Rachel McNab • July 7, 2025

Discover how AI-augmented teams are transforming service businesses. Learn to build lean teams of AI orchestrators, evolve traditional roles, and implement strategic hiring and reskilling for competitive advantage in the AI era.

See AI + Automation in Action - Follow Me on Instagram!

Here's what's actually working for my clients in 2025 💛 But first save this for when you want to remember these 3 game-changing tools ✨ Everyone's talking about the latest AI chatbots and flashy automation tools, but the real game-changers are the practical workhorses quietly eliminating those tedious tasks you keep putting off 😅 Take my bank statement client: She was manually extracting data for hours every week. Now Parseur does it instantly while she focuses on actual revenue work. Or my events client: In 2.5 weeks, she's added 24 events to her website that she would have skipped because she "didn't have time." Her reaction when she first tried it? "Omg wow! It works like magic! 🤩" And my custom GPT client? She's so confident in her AI that she gives her own clients access to it. Her exact words: "I've tested it side by side with ChatGPT and mine is cleaner, sharper, and exactly what I need." Here's what I've learned after building hundreds of automations: The best AI tools aren't the ones everyone's talking about. They're the ones quietly solving your specific problems 🙌 You don't need the latest shiny AI toy. You need AI that actually integrates with your existing systems and works reliably day after day. That's exactly what I build for my clients - complete systems that work seamlessly together 🤝 The result? AI that feels like magic but works like clockwork. What AI tools are you curious about? Drop them in the comments - I love discovering new solutions and might feature them in my next post! 😊 #AITools #BusinessAutomation #Parseur #Apify #CustomGPTs #AIAutomation #ServiceProviders #BusinessSystems #WorkSmarter

"Is it possible to automate this, or is it too complicated?" I get this question at least 3 times a week 😅 Most business owners think automation is this big, scary, technical thing that requires a computer science degree. Plot twist: It's absolutely not 💛 The tools exist. The free tiers are generous. The connections between your existing apps? Already built and waiting for you. What's actually complicated is doing everything manually. Think about it: 🔸 Remembering to follow up with every lead 🔸 Manually sending contracts and invoices 🔸 Copy-pasting the same responses over and over 🔸 Trying to post content while you're with clients 🔸 Keeping track of tasks in your head THAT'S the complicated part. Automation just... removes all of that. Of course, it takes time to set up properly. I absolutely wish someone had told me that upfront instead of me thinking I was doing something wrong 🙌 You don't need to become a tech expert. You just need the right workflows set up the right way. That's exactly why I put together my 5 Workflows guide - it's the exact automations I set up for every single client, no matter what industry they're in. Because here's what I've learned after setting up 1000+ automations: there are 5 core workflows every service business needs, and once you have those running, everything else gets so much easier 😊 Ready to stop doing everything manually? Comment WORKFLOW and I'll send you the complete guide! #AIAutomation #BusinessAutomation #ServiceProviders #Make #Workflows #BusinessSystems #OnlineBusiness #WorkSmarter

200 tasks. Zero effort. All from ONE automation I built in a single day. ⚡ Most coaches + service providers already have the data they need. But it’s stuck in booking forms, inboxes, or spreadsheets... never making it into the CRM where it actually matters. That was her problem. Every booking collected gold (email, LinkedIn, org, interests)… But none of it ever synced automatically. One day. One automation. Now it’s happened almost 200 times without anyone lifting a finger. 👉 That’s the power of a Full Day Build. Custom automations, built for your business, that save you hours every single week. If you’re ready to stop babysitting your business, DM me SYSTEMS and let’s book your day.

"I'll automate when I have more time." I hear this at least once a week, and honestly? It breaks my heart a little 😅 Because you'll NEVER have more time until you automate. That's literally the whole point 💛 The waiting game is costing you: → Hours of manual follow-ups every week → Stress about forgetting to send contracts → Endless back-and-forth scheduling emails → Panic posting because you forgot to schedule content → Mental exhaustion from keeping everything in your head Spoiler alert: thing will never calm down. They just get busier 🙌 That's exactly why I created this guide. These 5 workflows aren't just nice-to-haves - they're the foundation every service business needs to actually scale without burning out. I had a client recently tell me she was worried she'd waited too long to bring me in. But here's what I told her: It's never too late. Your business IS big enough for automation right now. Even if you have 3 clients. Even if you're just getting started. Especially if you're just getting started. Because the systems you build today will support you at every level of growth. Stop waiting for someday. Someday is today. Ready to finally automate those 5 core workflows? Comment WORKFLOW and I'll send you the complete guide - free, actionable, and designed to get you started this week. What's the one thing you keep saying you'll automate "when you have time"? I bet it's in this guide 😊 #BusinessAutomation #Workflows #ServiceProviders #AIAutomation #BusinessSystems #OnlineBusiness #WorkSmarter #BusinessOwner

Plot twist: I'm posting this while I'm literally in India visiting family 💛 And absolutely ZERO stress about my business content because Metricool has me covered 🙌 When I first started my AI automation business, I was SO overwhelmed by all the tool options. Like, paralyzed-by-choice overwhelmed 😅 I'd scroll through Facebook groups seeing everyone recommend different things and think "HOW do I even choose?!" Then I learned about ManyChat in one of those groups and it was a total game-changer. Of course, that led me down the rabbit hole of finding the other tools that actually work together. Now? These 5 tools (in the carousel above👆) keep everything running smoothly. The best part is when service providers come to me saying "I know this could be better but I'm not sure how" and I can show them it's pretty simple to set up systems that actually work. Real talk: Most of my clients have already tried setting something up themselves and found it way more complicated than expected. Sound familiar? 💛 That's exactly why I love these tools - they're powerful but not overcomplicated. Currently stress-testing this theory by being 7,000 miles away from my business for 2 weeks 😊 (The prep was stressing me out more than being away, honestly!) Your turn: What's the one business task you wish could just... happen automatically? Drop it in the comments 👇 P.S. No affiliate links here - just real recommendations from someone who's been in the "too many options" overwhelm 🎉 #AIAutomation #BusinessSystems #ServiceProviders #BusinessTools #WorkSmarter #Automation #OnlineBusiness #BusinessOwner

Your leads aren’t ghosting you. You’re ghosting them. 👻 Here’s how it happens: ➡️ A form gets filled out → no one follows up ➡️ A lead shows interest → never added to your CRM or list ➡️ A call gets booked → no reminder, no-show Zapier fixes all of this in minutes. ⚡ Instant follow-ups ⚡ Automatic lead capture ⚡ Zero ghosting with reminders You don’t need more leads. You need to stop losing the ones already in your pipeline. ✨ Save this so you never forget these 3 automations. And if you want them built for you in a single day → DM me SYSTEMS.

That TikTok about Make literally changed my business trajectory 🤯 Before that moment, I was doing EVERYTHING manually. Client inquiries? Manual replies. Follow-ups? I had to remember to do them. Sending resources? Copy, paste, repeat. I was honestly terrified that if I stopped working, my business would crumble 😅 The crazy part? I thought that was just how you had to run a business. Then I saw what was actually possible with automation, and it completely opened my mind to a different way of working 💛 Here's what I learned: You don't need to automate everything at once. Start with one thing - like your Instagram DM responses - and build from there. ManyChat has been a game-changer for my clients. Instead of manually replying to every comment and DM, their audience gets instant value while they focus on the bigger picture 🙌 Of course, these systems aren't "set it and forget it" - as your business grows, you optimize and improve them. But having that foundation? Absolutely life-changing. If you're still manually handling inquiries, you're working way harder than you need to. Your time is better spent serving clients, not copy-pasting the same responses over and over. Ready to stop doing everything manually? Comment SYSTEMS and I'll send you details about my half-day ManyChat build. Let's get your weekends back 😊 #AIAutomation #ManyChat #BusinessAutomation #ServiceProviders #OnlineBusiness #BusinessSystems #Automation #WorkSmarter

You're going to want to save this post - it’ll come in handy when you’re ready to get your systems acting right. So... Zapier? Make? N8N? Most business owners waste months (and $$$) trying to figure out which automation platform they should be using. The truth is you need to choose the one that: ✔ Matches your current stage ✔ Handles the workflows you actually need ✔ Won’t break (or break the bank) in two weeks Quick guide: Zapier = simple, reliable, expensive at scale Make = visual, affordable, handles complexity N8N = open-source, flexible, but technical There’s no “best” platform. Only the best one for your team, skills, and growth goals. ✨ If you want to skip trial + error and know exactly which platform to use in your business, comment BLUEPRINT and I’ll help you map it out.

A day in my life running an AI automation business 💛 7:30am: Morning walk with my husband (we try for twice a week!) 8:45am: Coffee time ☕ (still figuring out how to make decent iced coffee at home 😅) 9:00am: Laptop open, work mode ON 11:00am: Filming content 6:00pm: Pick up my 3-year-old from nursery 9:00pm: Assassin's Creed: Black Flag because I'm apparently a pirate at heart 🏴‍☠️ Here's what you don't see: me checking emails during dinner, answering client messages at bedtime, or working on weekends. That's the power of automation 🙌 When your business systems work FOR you instead of against you, you can actually close the laptop at 5:45pm and be fully present with your family. No guilt. No FOMO. No "just one quick email" that turns into an hour of work. Of course, it took time to set up these systems. But now? My business runs smoothly during work hours, and my evenings and weekends belong to the people I love most 💛 Most service providers I work with are exhausted from being "always on." They think that's just part of being a business owner. It's absolutely not. Your business should support your life, not consume it 💛 What's one thing you wish you could automate so you could be more present with your family? Drop it below 👇 #AIAutomation #WorkLifeBalance #MomEntrepreneur #BusinessAutomation #ServiceProviders #OnlineBusiness #BusinessOwner #Automation

I don’t just build systems for business… I’ve systemised my life too 🤓 ✔ Shared family calendar (so if my husband asks what we’re doing, the answer is always: “did you check the calendar?”) ✔ Amazon subscriptions for toilet paper + paper towels (never running out = underrated joy) ✔ Laundry pick-up every 2 weeks (because folding is NOT my ministry) ✔ Chia seed pudding batches (because morning-me has zero patience) ✔ All birthdays + gift ideas stored so I don’t panic-shop on Christmas Eve Here’s the thing: Systems aren’t just for work. They’re how you save your brain space, your sanity, and your weekends. ✨ And if they work this well for life? Imagine what they’ll do in your business. Tag the person who needs a shared family calendar ASAP 📅👇

I was drowning. Content creation, social media engagement, learning new skills, client work... all while home with my toddler. I felt like I was fighting to get everything done, every single day. Then I saw this TikTok about Make. I don't even remember what the automation was, but I remember my exact thought: "THIS is what I want to do." My first client project? Building her an email funnel that actually sold while she slept. She'd been manually emailing her list every week, but now she had a system working FOR her instead of her working for the system. The relief in her voice when she realized it was selling without her... that's when I knew I'd found my thing. Now I watch this same transformation happen over and over. Clients come to me treading water, trying to keep up with everything manually. I build them ONE automated process. Suddenly they have breathing room they forgot was possible. Your business doesn't need you micromanaging every single step. Most of it can happen while you're actually living your life. Ready to stop fighting for time and start having systems work for you? Comment WORKFLOW and I'll send you my free guide: "5 Workflows Every Business Needs" #automation #overwhelm #workingmom #businessautomation #systemsoptimization #makecom #entrepreneurs #smallbusinessowner #productivity #worksmarter #mompreneur

She was drowning in data. Every booking form collected gold: email, LinkedIn, org, interests… But none of it made it into her CRM unless someone manually copied it over. Spoiler: no one had time for that. So I built an automation that: ⚡ Creates/updates the contact in Zoho CRM ⚡ Signs them up for the newsletter + fires a welcome email ⚡ Finds/creates the Organisation + links it ⚡ Logs every booking inside the contact record Since May, it’s run almost 200 times. That’s 200 manual updates she *didn’t* have to do. 200 times her CRM stayed accurate without anyone babysitting it. And that’s just ONE process. Now imagine 5 of them running in the background of your business. That’s what I break down inside my free guide: ✨ 5 Workflows Every Business Needs to Automate ✨ Comment WORKFLOW and I’ll send it straight to you.

Had someone tell me yesterday their business was "too complicated" to automate 😂 Plot twist: I literally just finished automating a non-profit that had financial data scattered across three countries, multiple banks, Xero, AND Stripe... with custom exchange rate calculations. If I can make THAT talk to each other, your "complicated" setup is just Tuesday for me. The truth? The messier your systems, the bigger the win when I connect them. Stop protecting your manual processes like they're precious. They're just wasting your time. Your chaos = My specialty Your headache = My Monday morning coffee Ready to see what "impossible" looks like when it's actually working? DM me SYSTEMS and let's get started. #automation #systemsoptimization #businessautomation #makecom #zoho #productivity #entrepreneurs #smallbusinessowner #timeismoney #worksmarter

IS THIS YOU? 🥴 It’s Saturday night and instead of a glass of wine, you’re reconciling invoices. Here's the truth: If a process is stealing your weekends then it’s the first one you should automate. For my clients, that usually looks like: ✔ Invoices auto-synced with their CRM ✔ Payment confirmations updating across every system ✔ Follow-ups triggered automatically (no chasing, no stress) One build = free weekends. And trust me… it hits different when your business runs while you don’t. ⚡ Ready to start? Drop me a DM with BLUEPRINT and I’ll outline all the processes to fix for your business.

Most people see me sharing about systems, automation, and AI. What they don’t see is the story behind why I do this work. 4 years ago I moved abroad. In the first two years, I became a mother, got seriously ill, nearly lost my housing, and watched my family grieve devastating loss. I missed 17 days of work in 3 months. Management’s solution? More pressure, less flexibility. It was the darkest season of my life. And it’s also when I decided: never again. I bought a domain. I studied at night. I worked from my bed. Virtual Rani was born. What started as vague “marketing help” turned into what I truly love: connecting systems, building automations, and creating simple, strategic fixes that give business owners relief. Today, my business supports my family. My daughter is in nursery. My husband has breathing room. And I get to wake up every day knowing this: 👉 No woman should be worked to death trying to keep her business afloat. 👉 There is a better way - you just don’t have the time to figure it out. 👉 That’s where I come in. 💛 If you’ve ever had to start over, I see you. Drop a 🌍 in the comments. I’d love to know your story too.

"But won't automation make my business cold and robotic?" 🤖 This comes up constantly with ambitious entrepreneurs who know there's a smarter way to run their business. Here's the truth: good automation makes your business MORE human, not less. When you're not stuck doing repetitive tasks, you can actually focus on serving your clients better. When your systems handle the boring stuff, you get to do the creative work that lights you up. My client S used to spend 2 hours every Monday manually following up with leads. Now? Her system does it perfectly while she's having coffee with her kids before school. The result? Better client experience AND she's present for the moments that matter. Automation isn't about replacing the human touch - it's about freeing you up to be more human where it counts. What's one task you do every week that makes you think "there HAS to be a better way"? 👇

PS I let Descript pick the images for this reel. How did it do? (I think the nonsensical comics are pretty funny) #businessautomation #automateyourbusiness #aiagents

Sometimes a single message validates everything you do 🙌 My client went from spending hours manually copying event details to dropping a URL and watching magic happen in 2 minutes. Make + Apify + Wix = One very happy (and productive) marketing manager. What repetitive task is slowly killing your soul? Let's automate it. #automation #nocode #make #apify #clientsuccess #productivity

Here’s the uncomfortable truth 👇 Every hour you or your VA spend copy-pasting, updating spreadsheets, or manually following up with clients… is money leaking straight out of your business. The business owners stacking daily sales, stress-free systems, and free weekends aren’t working harder... they’re automating smarter. Ready to fire the busywork? Drop me a DM with “SYSTEMS” and I’ll show you what this looks like in your business.

Four years ago, I thought moving from NYC to the UK would be like a rom-com montage - cute accents, weekend European getaways, and me gracefully navigating cobblestone streets with a coffee in hand ☕ Plot twist: I was pregnant, had no idea how the NHS worked, and spent my first week Googling British toilet paper brands like my life depended on it 😅 But here's what I've learned - the messy, unglamorous parts of expat life? They're actually where the real growth happens. Where you discover you're stronger than you thought. Where you build a business from scratch because life didn't go according to plan. Moving abroad isn't Instagram vs reality - it's both, all mixed up together. The stunning moments AND the overwhelming ones. The connections AND the loneliness. The adventure AND the admin nightmares. And honestly? I wouldn't trade any of it. Even the toilet paper research 🧻 If you're thinking about making a big move (or already in the thick of it), know that everyone feels lost at the beginning. The magic happens when you stop fighting the mess and start embracing it. What's one thing you wish someone had told you before a big life change? 👇

Your team isn’t inefficient. Your systems are disconnected. Most small businesses are juggling 9+ tools daily. But when they don’t integrate? → Data gets duplicated → Leads get lost → Clients repeat themselves → Revenue quietly slips through the cracks And the worst part? It all feels “manageable”... until it isn’t. This post breaks down the 10 hidden costs of disconnected systems (and what to fix before you hire, rebuild, or switch platforms). Comment HIDDEN COST and I’ll DM you the blog Or send me a quick message if you want to audit your own setup

Okay, real talk - I used to spend my entire Sunday doing the most mind-numbing tasks 😩 Like literally sitting there copying and pasting data for HOURS. Typing the same emails over and over. Creating reports that nobody even reads. But then I discovered tools like these and everything changed. Here are the ones I showed in the video: 🔸Parseur - reads documents so you don't have to 🔸Metricool - posts your content when you're deep in client work (or enjoying a coffee break!) 🔸Mailchimp - tons of templates to choose from 🔸Google Analytics - tells you exactly what's working 🔸Make - connects all your apps so they talk to each other 🔸HubSpot - finds your best leads automatically 🔸Kajabi - nurtures customers without you lifting a finger 🔸Excelmatic - makes reports in real-time 🔸Google Workspace - keeps everything synced Now look - these aren't the only tools out there. But they're the ones I actually use and love. The crazy part? I went from working weekends to having my evenings back. My business runs smoother, and I'm way less stressed. If you're still doing stuff like this manually, you're just making life harder than it needs to be. Trust me on this one. What task are you most tired of doing? Let's fix it 💪 #automation #lifehacks #worklifebalance #productivity #smallbusiness

"I love the way your brain works." That's what my client said when I solved her "impossible" CRM challenge. She wanted default images for contacts without photos. Simple concept, but the platform had no obvious solution. While others said "it can't be done," I found the cleanest workaround that made it happen seamlessly. This is what I do best: find solutions when others are stuck looking for the "right" button. I design backend systems that think strategically, not just function technically. Real automation is about precision, not adding more platforms. If you're constantly thinking: → "There must be a better way..." → "Why won't this platform just work?" → "I need solutions, not more tools" That's exactly what I solve. I build custom automations and smart backend systems that think like you do, with the focus and efficiency you'd have with 10 extra hours and zero distractions. Ready to stop wrestling with your systems? DM me SYSTEMS to book your custom build day or multi-day project. Let's make your tech stack work as smart as you are.

You didn’t become a coach to chase invoices, send reminders, or manually follow up after every session. Your magic is in the transformation you create, not in the admin that slows you down. Here are 4 automations I build for coaches that give them more freedom (and keep clients raving about their experience): 1️⃣ Client process check-ins: Keep momentum high between sessions without lifting a finger. 2️⃣ Automated scheduling & reminders: No more back-and-forth emails or no-shows. 3️⃣ Post-session notes delivery: Clients get instant clarity, you stay top-of-mind. 4️⃣ Testimonial collection: Capture glowing reviews while the transformation is fresh. When your admin runs on autopilot, you can coach more, earn more, and stress less. Comment WORKFLOW and I’ll send you my free guide: 5 Workflows Every Business Needs to Automate

“I’ll fix it when I have more time.” That sentence is costing you so much energy every week. You’re running a growing business. Clients are happy. Sales are solid. But the behind-the-scenes systems? Still running on memory, manual updates, and too many Slack reminders. Here’s the truth most founders miss: You don’t need more hours. You need the systems you already use to stop stealing them. Real examples I’ve built with AI tools that have a free tier: ✅ Parseur → reads PDFs (invoices, forms, events) → auto-logs info in your CRM or PM tool ✅ Apify → scrapes lead data from websites → sends it straight to your list, CRM, or task flow ✅ Relay.app → watches your inbox → triggers docs, CRM updates, and task assignments on autopilot No prompts. No extra platforms. No mental load. You don’t need to "learn AI." You need your operations to think like you and run without you. DM me SYSTEMS and I’ll show you how to automate it without adding a single extra task to your to-do list.

You don’t need to create more content. You need a smarter way to reuse what you’ve already built. ✅ The emails you’ve written ✅ The trainings you’ve delivered ✅ The responses you’ve typed 100+ times You’re sitting on an entire library of value. What if AI could take that and… → Answer DMs → Pre-qualify leads → Support your team → Draft content that actually sounds like you That’s what a Custom GPT does. And if you’re not using one yet, you’re leaving time, energy, and conversions on the table. Want to see what’s possible? Get my free guide: 10 Powerful Ways to Use a Custom GPT in Your Business Comment "10 WAYS" and I’ll send it straight to you.

“You need to learn prompts.” “You need to be in ChatGPT daily.” “You need to spend hours setting up AI.” No, you don’t. This is how you get AI to do your backend admin without opening ChatGPT or trying ANOTHER prompt. Real examples I’ve used for clients (connected with tools they already had): 🔸Parseur: AI that reads PDFs (like invoices, intake forms, bookings) and then instantly updates Google Sheets or CRMs. 🔸Apify: AI that gets info from websites for leads/listings/bios and sends it straight to your systems for follow-up AKA lead gen on autopilot. 🔸Relay.app: AI that handles workflows like watching for key emails and then triggers doc creation, CRM updates, and task assignments automatically. It's like hiring a project manager with zero salary. All automated. All costing £0 extra. AI doesn’t need to be complicated. It just needs to be strategic. DM me SYSTEMS and I’ll show you what’s possible inside your business.

You don’t need more workflows. You need the right ones. Just because something is automated doesn’t mean it’s working. If your systems feel clunky, confusing, or disconnected, chances are they were built in pieces. A good workflow should be: ✔️ Strategic ✔️ Connected ✔️ Invisible ✔️ Built with your next level in mind If that’s not how your systems feel right now? Book The AI Blueprint In one session, we’ll walk through your systems together, identify the gaps, and define exactly what to automate next - based on how your business actually works. DM me BLUEPRINT and I’ll send you the details.

“Automation is expensive.” Not always. Here are 3 real automations I’ve built for clients that cost them zero extra beyond what they were already paying for their existing tools: 1️⃣ Zapier → Kajabi form submissions automatically sent to Google Sheets so she can follow up instantly with no extra clicks. 2️⃣ Make → Google Sheets updated automatically when tasks are updated in ClickUp, which means no manual copy/paste, no missed updates. 3️⃣ Make + AI → Gmail watches for a specific email → AI extracts the important info → Updates a Google Sheet → Sends it straight to Zoho CRM… all while she’s working on revenue-generating tasks. Automation doesn’t have to cost you more, but it can save you time, energy and missed opportunities. If you’re ready to get smart, cost-effective automations like this running in your business… DM me BUILD and let’s make it happen.

Not sure when to use a workflow vs process builder vs flow? Here’s what you actually need to know: It’s not about choosing the fanciest option. It’s about picking the one that saves you time, simplifies the backend, and doesn’t break in two weeks. Because let’s be honest, your business is already doing a lot. You don’t need more tools. You need the right one for the job. This post breaks down what to use (and when) in plain English. And if you’re still unsure what’s doing what behind the scenes? That’s where I come in. I build connected systems that take manual work off your plate for good. 👇 Comment SYSTEMS if your backend’s overdue for a smarter setup.

You don’t need to be overwhelmed to know something’s off. ✅ The business is growing ✅ The results are strong ✅ The backend? …Still running on muscle memory Most high-performing founders think the solution is: → Hiring another VA → Adding another platform → Trying to be "more productive” But what actually solves it? Connected systems that run without you managing every piece manually This carousel breaks down what you think you need vs. what actually moves the needle. Want the real fix? Grab my free guide: 5 Workflows Every Business Needs to Automate Comment WORKFLOW and I’ll send it over.

From Build-A-Bear to building automation systems. This isn’t simply my career timeline, it’s the quiet through-line of my life. I've always been thinking about client experience, efficiency, and making things smoother behind the scenes. 🧸 Retail 🎢 Disney 🏨 Hospitality 💼 Corporate ops 👶 Maternity 💻 VA life ⚙️ Automation + AI Every chapter taught me something. Every pivot was preparation. Now? I get to build systems that support other women in business and it feels like everything finally clicks. 👇Tell me: which year of your journey was the turning point? (Or drop a 🧩 if you're still figuring it out.)

You’ve built a successful business. Clients are coming in. The offers are solid. The results are real. But behind the scenes? There’s still… → Manual follow-up → Tools that don’t talk to each other → Processes that live in your head → DMs you’re too tired to answer You’re still doing too much manually. This is where I come in. Here are the 5 automation services I offer, whether you’re ready to get started now or want to map the strategy first. All designed to lighten the load, clean up the chaos, and let your business run without babysitting it. Let’s build the system that matches your brilliance.

Everyone’s shouting about automation... but no one tells you what tools actually work *together.* Here’s the truth: It’s not about the tool. It’s about what the tool is doing for you behind the scenes. These are the no-code platforms I use inside client businesses to: ✔️ Capture leads without manual follow-up ✔️ Onboard clients without inbox chaos ✔️ Schedule, track, and deliver without lifting a finger And yes, they’re all beginner-friendly (no dev team required). Want the exact workflows I recommend automating *first*? Grab my free guide: 5 Workflows Every Business Needs to Automate It’s short, sharp, and shows you where to start (and what to skip). Comment WORKFLOWS and I’ll DM it to you👇

I didn’t expect a video game to change the way I think about AI. But Horizon did. In the story, the world’s been destroyed by rogue combat bots. And one scientist spends the last of her life building an AI not to control, …but to rebuild. What struck me? She didn’t just prioritise intelligence. She prioritised emotional intelligence. Because context matters. Because rebuilding takes care, not just speed. Because even the smartest tech in the world can’t replace human clarity. And now? That’s exactly how I build AI tools and automations for my clients. Not as cold code. But as strategic support rooted in your voice, values, and vision. ✨ Want a custom AI assistant that amplifies you (instead of diluting you)? DM me SYSTEMS and I’ll show you how we do it.

Let’s normalise this: You’re not a bad business owner. You’re just running a growing company with zero systems in place to support you. The inbox. The client onboarding. The follow-ups you keep forgetting to send. It’s not your fault. You were never shown how to build a business that runs without burning you out. And that’s what this is really about. Because daily overwhelm isn’t a scheduling problem. It’s a workflow problem. So let’s fix it, fast. Download my free guide: 5 Workflows Every Business Needs to Automate These are the exact automations I build for clients who are ready to stop doing it all manually. 🔸 Clear steps 🔸 Strategic systems 🔸 Time back by the end of the week Link in bio Or DM me “WORKFLOW” and I’ll send it straight to you.

Your backend shouldn’t need babysitting. These are real automations I built this month using Make. Quiet systems doing exactly what they should, without any additional effort for my clients. If your business still runs on copy-paste, reminder apps, or “I’ll do it later”... 🛠 Grab my free Workflow Guide: 5 backend automations every business should have. No tech degree required. Just systems that make your life easier. Comment WORKFLOW and I’ll send it to you. #maketools #businessautomation #workflowdesign #nocodesystems #backendclarity

The biggest lie online? That automation makes things easy. Here’s what it actually does: 🧠 It makes your brain feel less scrambled. ⚙️ It makes your backend stop breaking. ⏳ It makes your time feel like yours again. But that only happens when your systems are built with strategy - not crossed fingers and YouTube tutorials. Because automation isn’t a hack. It’s the quiet infrastructure behind every business that looks “effortless” from the outside. And that’s what The AI Blueprint is built for. ✅ One powerful recorded walkthrough ✅ A custom roadmap for what to build (and what to ditch) ✅ All based on your capacity, business model, and brain £1K. No confusion. Just actual clarity. DM me “BLUEPRINT” and I’ll send you all the details.

Has this happened to you? 🫣 Make looks easy… until you filter by a tag that doesn’t exist, loop through the wrong array, and suddenly your Airtable has 86 duplicate records and no one knows why Carl just got the welcome email again. This is what happens when you build without a workflow. Want to stop guessing and actually map your backend? Grab my free Workflow Guide: 5 high-impact automations that won’t break at module 4. Comment WORKFLOW and I’ll send it your way. #nocodetools #maketools #workflowdesign #automationfail #smallbusinessops

“What does your business name mean?” A client asked me this recently—and I realised I hadn’t shared the story in a while. ✨ Rani is a nickname my husband gave me. It means “Queen” in his native language. And it just so happens to be the first two letters of both my first and middle name. The name stuck. The meaning deepened. And when I started this business, I knew it had to be: Virtual Rani. Because this isn’t just about automation or AI. It’s about creating systems that actually support you. → So your business doesn’t fall apart when you rest → So your brain gets space to breathe again → So you can lead—without chasing every task manually It’s strategy. It’s relief. It’s smart, calm infrastructure that works. 📩 DM me SYSTEMS if you’re ready for your backend to finally match the level you’re operating at.

Everyone talks about building a “freedom-based business.” But here’s what no one tells you: 👉 It’s not about doing less. It’s about knowing what runs without you. Real freedom isn’t a Friday off. It’s being able to get sick, take a break, care for your family …without your business stalling or stressing you out. You don’t need more motivation. Or another app. Or a colour-coded planner. You need systems that support you behind the scenes: ⚡ Workflows that run on autopilot ⚡ Trained AI that communicates your offers in your voice ⚡ Automations that take care of the follow-up, the admin, the things that drain your brain That’s the freedom-based business no one talks about But the one I help clients build every day. DM me SYSTEMS if you’re ready to stop being the glue holding everything together And start building something that finally gives you space to lead.

Welcome to the side of Instagram where we don’t believe in shiny tool syndrome. But we do believe in tech that earns its place. Because you don’t need more platforms. You need cleaner connections, smarter workflows, and strategy that stops the chaos before it starts. I help you simplify what you’ve already got so you stop rebuilding your backend from scratch every six months and FINALLY feel like your systems are working for you (not the other way around). ⚙️ Clean systems. ⚙️ Custom GPTs. ⚙️ Tech that thinks with you. Follow me for more backend brilliance without the burnout 🙌 #automationstrategy #nocodetools #techstackclarity #backendops #businessautomation #simplifytoscale

Event managers, this one’s for you. I just finished building a QR-based check-in system for a nonprofit that: ✔️ Instantly updates Zoho CRM ✔️ Requires zero manual input ✔️ Makes check-in fast, clean, and dare I say… satisfying Client feedback? “Just checked myself in and saw it update my contact file. Super grateful for this system!” This is the kind of invisible automation that removes stress and keeps your team focused on the people instead of the process. Whether you run events, workshops, or onboarding sessions… DM me SYSTEMS if you want systems that actually work.

I’ve been building inside Zoho One for months and here’s the truth: ✅ Powerful ✅ Customisable 🚫 Not for beginners 🚫 Not plug-and-play If you’re curious whether it’s the right system for your growing team... DM me and I’ll give you the unfiltered answer. #zohoone #businessautomation #crmstrategy #nocodesystems

I thought you had to be a coder to build custom AI. Turns out? You just have to be committed. The first course I ever took on AI was… basic. It wasn’t groundbreaking. It didn’t cover data protection. It barely scratched the surface. But it did one thing right: It showed me I was more capable than I thought. That one spark changed everything.⚡ Because once I realised I could do this, I became obsessed with doing it right. → Protecting the AI’s knowledge → Making it sound like the person who owns it → Building tools that actually sell and scale I didn’t stop where the course ended. Because my clients deserve better than a surface-level chatbot. They deserve an asset that works with their voice, protects their brilliance, and sells while they rest. DM me SYSTEMS if you’re ready for a custom assistant trained on your magic - not just generic prompts.

If I had 1 hour inside your business… Here’s exactly what I’d do with AI to make it feel lighter. 🔸 I’d write your follow-up emails in your voice 🔸 Map your client journey and flag what’s slowing you down 🔸 Build automations to clean up your inbox 🔸 Create a custom prompt library so content doesn’t take 3 hours And most importantly? I’d give your brain space to be the CEO again. No more “trying to keep up.” No more duct-taped tech stacks. Just smart, strategic systems that work with your brain instead of against it. You don’t need to be techy. You just need to be ready to stop doing it all manually. DM me SYSTEMS and I’ll show you exactly what’s possible for your business - mapped out, built, and working without you chasing every piece.

This is the shift that changes everything 👇 Most automations don’t break because of bad tools. They break because no one stopped to map the actual business. #automationstrategy #smbsystems #nocodetech #businessbackend

When someone casually tells you they renewed for another 6 months of an AI assistant you built... Because it knows their tone. Boosts their confidence. And helps them write like the best version of themselves? That’s when you know the work is working. Custom GPTs aren’t simply trendy, they’re transformative when they’re built with intention. ✨ Your voice. Your frameworks. Your magic. Comment SYSTEMS if you want one trained to think like you.

If you’ve tried automating your business and it still feels chaotic... it’s not your fault. Most automation doesn’t fail because of Zapier. It fails because: 👉 You’re automating a broken process 👉 Your systems aren’t talking to each other 👉 You skipped the strategy and jumped straight into tools And that’s what I help you fix. Because when automation is mapped before it’s built? Everything works. Everything feels calmer. Everything finally makes sense. If you’re done trying to duct-tape your backend together, DM me “BLUEPRINT” and I’ll send you the details. This is about building a business that stops breaking every time you exhale.

“I’m just not good with tech.” I hear this all the time… and it’s usually from the most brilliant, booked-out, high-capacity business owners I know. So here’s the truth: ✨ You don’t need to love tech. ✨ You don’t need to be good at it. ✨ You don’t even need to understand all of it. You just need to be ready to stop doing everything the long way. Inside my work—whether it’s Off the Clock or a custom build—I do the heavy lifting. → You bring the business. → I bring the system that makes it run smoother than ever. DM me SYSTEMS and let’s get you out of the tech spiral and into the ease you actually started this business for.

People are surprised when I say this… But I hate digital calendars. I still use them so people can book calls with me. But when it comes to planning my own week? I use a physical planner. Not because it’s more “productive.” But because it feels better. That’s it. That’s the system that works for me. And honestly? That’s the whole point. ✨ You don’t need to force yourself into a tool that doesn’t fit. ✨ You don’t need to “retrain” your brain. ✨ You just need systems that support it. DM me SYSTEMS and I’ll help you figure out what that looks like in your business - zero shame required.

I’ve always been an instigator. Not loud. Not forceful. Just undeniably effective. My husband got offered a job overseas - I talked him into taking it. My best friend hated her job - I convinced her to quit. When I left a job and a coworker said, “You’re the only person I like here” - I brought her with me. When someone tells me what they want, I don’t just nod and say “maybe someday.” I start moving the pieces into place. It’s who I’ve always been And it’s exactly how I work with my clients. You bring the vision. The idea. The dream of a business that runs instead of drains you. And I build the system that makes it real. That’s what The AI Blueprint is. Not another tech stack. Not another “you could try this” idea. 📍It’s custom strategy. 📍Mapped to your business. 📍Delivered with calm, confident clarity so you can finally breathe. No chaos. Just smart systems that work for you. DM me “BLUEPRINT” and I’ll send you all the details

Yes, I build custom AI assistants. No, they’re not generic. Yes, they’re trained entirely on your voice, your content, and your way of working. Here’s what happens behind the scenes: → We start with a strategy call → I prep + train the AI on your materials (or pull them myself) → I build and test it to actually reflect your tone + expertise → You test it, tweak it, and start letting it take things off your plate ✨ It’s not magic. It’s smart tech, strategic build, and systems that actually fit your business. DM me SYSTEMS if you’re ready to stop repeating yourself and finally let your content work for you.

You're not bad at tech. You're burnt out from trying to figure it all out alone. Every day I hear from brilliant women who feel “behind.” But the truth is: they’re just over-capable and under-supported. 👉They know they need automation. 👉They’re drowning in tabs, to-dos, and duplicated tasks. 👉What they *don’t* have is a calm, strategic plan that fits their business (and bandwidth). That’s exactly what The AI Blueprint delivers. 📍 A done-for-you automation roadmap 📍 Strategic clarity on what to build + what to ditch 📍 A simple recorded walkthrough so nothing feels overwhelming £1K. Low-lift. Fast turnaround. If you’re ready to stop second-guessing and start simplifying… 👇 Comment “BLUEPRINT” and I’ll send you the details.

Stuck trying to write an email? Here’s a prompt I actually use. I’m all for smart automation but only if it sounds like you. So here’s one of my go-to ChatGPT prompts when I need to get started fast: 👉 “I am a [job title] and I need to write an email to my audience about [TOPIC]. I want it to sound friendly but clear, and I’d like it to include a soft call to action at the end. Can you write a first draft I can personalise?” Try it. It works. And no, you don’t need to be “techy” to use this. ✨ You just need a starting point. ✨ You just need support that fits your brain. Want more like this? DM me STARTER for my AI Starter Guide DM me 10 WAYS to explore how a custom GPT could work in your business

$3,244.15 in 30 days - from the AI I built for her. Not from ads. Not from templates. Just from giving her clients access to a tool that actually works. Last month, Helen launched a new offer. Inside it? Access to her custom AI assistant, built and trained by me. → It writes like her. → It uses her frameworks. → It helps her clients sell. No guessing. No hours of editing. Just sales-ready messaging on demand. And that access? Made her over 3K in the first 30 days on its own. ✨ Proof that a smart AI assistant isn’t just cool - it’s a scalable asset that sells. Want your own AI like this? DM me SYSTEMS and I’ll show you what’s possible.

AI can’t tell your story. But it can help you say it - faster, clearer, and with way less stress. I hear this all the time: “But what if it doesn’t sound like me?” “What if it feels robotic?” “What if I lose my voice in the process?” Let’s be real: Generic AI tools can’t capture your nuance. Your values. Your actual brilliance. But that’s why I don’t build generic. ✨ I build trained AI assistants based on your content, your voice, your offer strategy. ✨ They don’t replace you, but help you show up more clearly and more often. ✨ That you or your clients can actually use without panic or guessing games. And the best part? They’re not here to remove you from your business. They’re here to give you your energy back. DM me SYSTEMS if you want an AI tool that knows your voice better than ChatGPT ever could 💥

This thought keeps so many people stuck: “I should’ve done this already.” But here’s the truth: You didn’t need automation 6 months ago. You needed capacity. You needed clarity. You needed space to breathe. Now you’re ready and I’m here to help you build the backend that matches your brilliance. DM SYSTEMS and I’ll help you start (without any judgement).

Your backend doesn’t define your worth. It reflects your resourcefulness under pressure. So if things feel messy, chaotic, or like they’re only working because you’re constantly fixing them... It’s time to let go of the shame and pick up a smarter system. DM me SYSTEMS and I’ll help you rebuild without burnout. 💛

Your backend isn’t a mess because you’re lazy. It’s a mess because you’ve been doing the absolute most with the absolute least support. ✨ You’ve been delivering top-tier results with broken workflows. ✨ Creating client magic while manually juggling admin. ✨ Running the show with zero systems to hold you. And I want you to know: You’re not behind. You’re building. And you deserve a backend that finally works as hard as you do. DM me SYSTEMS and I’ll show you what we can clean up, automate, or rebuild - without shame, stress, or wasting another week trying to figure it out alone.

This question stopped me mid-sentence: “Is this the worst setup you’ve ever seen? Are we too far gone?” I was in a kick-off meeting with a team of five. We’d just spent two hours unpacking their systems: what worked, what didn’t, and what they wished was easier. But beneath all that detail… was one emotion: shame. ❌ “How did we let it get this messy?” ❌ “We should’ve fixed this months ago.” ❌ “We’re probably beyond help…” And let me be clear: 👉 You’re not too far gone. 👉 You’re not behind. 👉 You’re ready to do things differently. We might need to rebuild a few parts. But there’s always a smarter, calmer way forward. DM me SYSTEMS if you’ve been carrying shame around your backend. You don’t need to figure it out alone and I’ll never judge where you’re starting from.

If you’re logging into 4 tools just to complete one client task... You don’t need more motivation. You need a system. 🙃 The endless tab-switching. 🙃 The missed steps. 🙃 The mental bandwidth it takes just to send an email… That’s not productivity. That’s digital duct tape. ✨ You deserve a backend that flows. ✨ One login. One action. Multiple things handled behind the scenes. That’s what smart automation actually gives you. DM me SYSTEMS if you’re ready to unsubscribe from backend chaos and finally build something that runs without draining your brain.

Let’s clear this up once and for all 👇 1️⃣ You don’t need a fancy system. You need one that fits the way you work. 2️⃣ Automation isn’t “set it and forget it.” It’s “build once, adapt fast.” 3️⃣ And AI is just one piece of the puzzle. True automation = an ecosystem that runs with or without you. If you're ready to stop spinning your wheels with manual tasks and start reclaiming time, clarity, and actual momentum... DM me SYSTEMS and I’ll show you what’s possible with the life + tech you have right now.

Feeling unsure about what to automate first? Perfect. That means you’re ready to stop guessing. Inside Off the Clock or a custom automation build, I’ll help you: → Unpack what’s draining your brain → Find fast automation wins → Build a backend that’s simple, clear, and actually sustainable DM me SYSTEMS and we’ll figure it out together 💛

They had the platforms. They had the people. But they didn’t have the integration. This non-profit client came to me with 4 platforms and one big problem: Nothing was connected. Everything was being manually moved between apps. Since April, I’ve helped them: – Cut hours of manual admin – Track real-time client activity – Automate their events + comms – Migrate their entire list seamlessly The result? ✨ A backend that actually supports the mission. ✨ A team that can finally focus on the work that matters. DM me SYSTEMS if you want this kind of ease in your business too.

You're not lazy. You're maxed out. And your business doesn’t have to keep stealing your energy for tasks tech could easily handle. If you’ve ever said: ❌ “I’ll get to that later.” ❌ “I need a better system.” ❌ “I just need one quiet day to catch up…” This post is your permission slip to stop juggling everything manually. Inside Off the Clock, I help you build real systems that take pressure off your plate without needing 6 hours, a PhD in automation, or a stack of tutorials. DM SYSTEMS and I’ll show you exactly what we can automate for your life, this week.

This one line hit me hard: "I wonder how much more money I’d be making if I didn’t spend so much time thinking about who I need to follow up with.” Your manual systems aren’t just stealing your time. They’re draining your clarity, your momentum, and your income potential. ✨ You don’t need more motivation. ✨ You don’t need another lead magnet. ✨ You need systems that give your brain a break. And if you're ready to feel the difference automation can make... DM me SYSTEMS and I’ll show you what we can build, even with the time you don’t have.

Of course you don’t have time to master every tool and platform. Your business is running on nap time, snack breaks, and the 11-minute window where no one is calling your name. You’re not lazy. You’re incredibly committed. You’re just buried under tech decisions you never asked for. And Googling “best automation platform for small businesses” at midnight is not the solution. ✨ What you need is clarity. ✨ A system that works for your actual life. ✨ And someone who can help you skip the overwhelm and just get it done. That’s where I come in. I help coaches + service providers build systems that run while life is lifing so you can stop duct taping your business together and finally create the freedom you started this for. DM SYSTEMS and I’ll show you exactly what’s possible based on your time, your tech comfort, and your real-life capacity. No templates. No guru advice. Just smart strategy and tech that actually works.

What happens when you stop duct-taping your backend together and actually build a system that scales with you? 524 automations. Emails sent automatically. Clients tagged, segmented, and onboarded. Follow-ups handled before you even log in. This is what it looks like when your systems carry the weight so you don’t have to. DM SYSTEMS if you want this level of peace, precision, and profit in your business.

When your friends start texting you their AI experiments, you know the obsession has officially spilled out of your business 🤓 One just tried Canva’s AI to sketch an Eeyore tattoo. Another went to an AI panel and couldn’t wait to voice note me about it. I live for this. Because I don’t just talk about AI. I build it. I test it. I train it to actually think like *you* and work like your dream assistant. And when my clients tell me “you’re like superwoman how fast you are”... it’s not magic. ⚡ It’s smart systems. ⚡ Custom builds. ⚡ Tools trained on your genius - not someone else’s templates. I build automation that keeps your business running while you’re at brunch or in bed, or baseball practice. Wherever your life needs you more. DM “SYSTEMS” and I’ll show you what AI can look like when it’s built to be you. (And yes, I’ll happily review your Eeyore tattoo sketch too.)

Every job I ever had ran inefficiently and it drove me insane. I’m talking: 🌀 Endless copy-paste 🌀 Manual follow-ups 🌀 “That’s just how we’ve always done it” logic And the worst part? The solution was always right there but no one wanted to change. So I started building fixes myself. Tiny automations. Better workflows. Shortcuts that saved time (and sanity). Eventually I realised: This isn’t just what I’m good at. It’s what I need to do. Now I design AI-powered systems + business automations for service providers who are ready to stop surviving their business and start scaling it, without chaos. ✨ No more duct tape ✨ No more burnout ✨ Just workflows that do the work for you If inefficiency quietly drives you mad too… DM me SYSTEMS and I’ll show you exactly what to automate first.

“Wait… what’s ManyChat?” 🤯 That’s what a friend (with a 10-year-old business!) said to me recently. She had never heard of Instagram automations. So I explained: 🔸Someone DMs you a keyword 🔸They get your price list or offer link immediately 🔸It collects their email and adds it to your list 🔸No manual follow-up. No missed leads. No wasted time. Her jaw dropped. And honestly? I get that reaction a lot. Not because this tech is new. But because most business owners don’t realise how simple it is to set up. If you’re still manually replying to every DM or sending links one by one… DM me SYSTEMS and I can set this up for you.

I once asked ChatGPT to read my palm. 😂 (And yes… it told me I was destined for greatness. Obviously.) We’ve all played around with AI. Some people use it for content. Others for emails. Me? I started with palm readings and built a business from there. But jokes aside, once you really understand how these tools work, you stop seeing AI as a toy… and start seeing it as your smartest team member. ⚡️ Content planning ⚡️ Onboarding workflows ⚡️ DM replies that auto-send your pricing ⚡️ Client funnels that run while you sleep I’ve used AI for all of it. (Still waiting on it to fold laundry though.) 👇 Now I want to hear from you: What’s the weirdest or funniest thing you’ve used AI for? Drop it in the comments. Palm reading counts. And if you’re ready to stop dabbling and actually make AI useful in your business… DM me PLAYBOOK and I’ll show you where to start.

Most of the people who join Off the Clock aren’t afraid of tech. They’re just afraid of wasting time, getting it wrong, or adding yet another thing to their plate. They’re not looking for more to do. They’re looking for a plan they can trust. This course isn’t about becoming an automation expert. It’s about giving you just one clear, doable action per day so you finally build momentum. If you’ve been curious but hesitant, this is for you. DM me PLAYBOOK and I’ll send you the info

I didn’t think I’d ever find a job I loved as much as being a concierge. That was the role that lit me up. Every day was different. I helped people make the most of their time, and feel like someone was in their corner. When I left that job, I thought I’d never feel that kind of satisfaction again. Until I discovered automation + AI systems. Now I guide service providers - not through itineraries - but through the tangled backend of their business. 🔸 I design custom automations 🔸 AI-powered systems 🔸 Streamlined workflows That do the heavy lifting for them so they can focus on the work they love. And that feeling I thought I’d lost? I get it every time a client says: “Wait... I don’t have to do this manually anymore?” If you’re still running everything on duct tape and late nights… there’s a better way. 📩 DM me SYSTEMS I’ll show you what to automate first. Let’s build something that runs even when you don’t.

“How does the Playbook actually work?” It’s not a template. It’s not theory. And it’s definitely not a bunch of generic “just use ChatGPT!” fluff. The Playbook is a guided walkthrough of the exact automations I’ve built for real businesses. 🎥 I walk you through what each automation does 🧠 I explain why it works ⚙️ And I show you the tools I used to build it You’ll see what’s possible AND how to do it in your own business. Plus, you get access to my custom AI assistant to help you: 🔸 Build your own flows 🔸Adapt the tech to your setup So if you’re still asking, “Where do I even start with automation?” This is it. DM me PLAYBOOK and I’ll show you what it looks like inside.

I used to spend hours on content creation. Then business picked up... and I stopped posting altogether. For *months*, I didn’t share anything. I simply didn’t have the time. Client work came first. Content fell to the bottom of the list. Then I started testing AI tools. First ChatGPT. Then Claude. Eventually, I used everything I knew from marketing and messaging to build my own custom AI assistant. Now? That assistant helps me brainstorm content, map it out, and write it - fast. Minimal edits. Maximum momentum. (Yes, it even helped me write this caption.) ⚠️ I don’t teach you how to build a custom AI inside Off the Clock. But I do teach you how to get real results using AI + automation in just 7 days without wasted time. 📩 DM me PLAYBOOK and I’ll send you the details. You’re one workflow away from breathing again.

AI is here to protect your genius, not replace it. It can’t make the big decisions. It can’t lead your business. It can’t connect like you do. But it can take the repetitive stuff off your plate: → The admin → The reminders → The first drafts → The things you’ve been “meaning to do” for weeks So you can finally do the things that actually move your business. ✨ Think more clearly. ✨ Serve your clients better. ✨ Rest without guilt. This is what automation is really about. And this is exactly why I created Off the Clock. It’s a 7-day starter system that helps you build simple, strategic automations without burning out, breaking your brain, or falling into another tool spiral. ✅ One task per day ✅ Zero jargon ✅ Real momentum, fast DM PLAYBOOK and I’ll send you the link.

Best automations for Social Media Managers? The kind that save you HOURS and let you focus on what you actually want to be doing. Here are 4 I’ve built for real clients that made an instant difference: ✅ Client Content Approval Workflow – no more chasing feedback in 6 different inboxes ✅ Automated Monthly Reporting – your reports hit their inbox before they ask ✅ New Client Onboarding – everything they need, sent automatically ✅ Hashtag Performance Tracker – updated without you touching a thing If you’re managing content, results, and relationships manually… it doesn’t have to stay that way. 📩 DM me SYSTEMS if you want help setting up workflows like these in your own business (or for your clients).

Every client message. Every content idea. Every link, email, reply, follow-up... Held together by your memory and a to-do list that never ends. This isn’t a productivity problem. It’s a systems problem. Off the Clock was built for exactly this moment. Not for people who “have time to learn tech.” But for brilliant service providers who are already stretched and still want to grow. Inside, you’ll get: ✅ One task a day ✅ No fluff, no jargon, no shame ✅ Real relief and systems that keep running—even when you log off If you’re tired of running your entire business on your own brainpower… Let’s change that. 📩 DM PLAYBOOK and I’ll send you the link.

I used to think I just needed a better routine. Wake up earlier. Batch my content. Stick to the plan. But the truth? I didn’t need another productivity hack. I needed a system that didn’t fall apart the second I felt tired. Because when your entire business runs on your memory, your energy, your bandwidth… You will burn out - no matter how good your intentions are. That’s why I created Off the Clock. It’s not a course full of tech jargon. It’s 7 days of calm, doable shifts that create *actual* time back. ✅ One task a day ✅ Clear walkthroughs (no overwhelm) ✅ An AI you can talk to when your brain is done If you’re tired of holding it all together manually… Let this be the moment you stop. $247 | DM PLAYBOOK and I’ll send you the link.

I used to write every single caption manually. Try to show up every day. Juggle client work… and somehow still be “consistent.” Until I burned out. And I stopped posting altogether. For weeks - maybe months - I said I was “just busy.” But the truth? I was tired of doing it all manually. Creating content. Sending links. Answering DMs. Following up. It wasn’t just time-consuming... it was draining the joy out of my business. So I set up one tiny automation. ✨ A simple DM keyword in ManyChat ✨ It collected emails automatically ✨ Synced straight into my email list No stress. No chasing. No forgetting. And the first time it worked without me? It felt like I had done something magical. 🎆 Like, “Wait... I can actually let go of some of this?” And I haven’t gone back since. Here are 3 things I’ll never DIY again: 🔸Writing social posts under pressure 🔸Manually replying to every DM 🔸Copy/pasting lead links and hoping people follow through If you’re still stuck in “do it all yourself” mode, please know this: Automation is simpler than you think. You can start with free tools. And it doesn’t make you lazy... it makes you smart. Want to start reclaiming your time, one simple task at a time? That’s what Off the Clock is for. DM me PLAYBOOK and I’ll show you how to start today.

You’re smart. You’re booked. And you’re tired of pretending you have time to watch a dozen YouTube videos just to automate a form. I get it - because that used to be me too. Before I had any systems in place, I was: - Manually replying to every DM - Trying to post consistently while drowning in client work - And putting automation on my “later list” for months The truth is: most of my clients aren’t confused… they’re just maxed out. Too tired to research. Too stretched to implement. That’s why I built Off the Clock. A 7-day starter system designed for business owners who don’t have time for a tech bootcamp but know they can’t keep doing it all manually. Inside, you’ll get: - One clear task per day - No jargon, no overwhelm - Real systems set up while you’re still running your business Because you don’t need to Google your way to relief. You just need a better first step. Off the Clock is open now $247 | DM me PLAYBOOK and I’ll send you the link to start today.

Still manually copying client info from your booking form into your CRM? Still forgetting to follow up with people who actually asked for updates? You’re not behind. You’re just doing it all manually. I built this workflow for a client in 17 minutes: ✅ Booking form → synced to Zoho CRM ✅ Auto-subscribed to the newsletter only if they ticked the box ✅ No chasing, no forgetting, no missed leads Now it runs 24/7 without them touching a thing. That’s time back, mistakes gone, and follow-up finally sorted. Want this kind of system in your business? DM me SYSTEMS and I’ll show you how simple it can be.

You don’t need another tool. You need someone who gets why this has felt so heavy. If you’ve been saying: - “I’m just not techy” - “I don’t have time to figure this out” - “I know AI could help, but I don’t even know where to start”… Let me be clear: 🛑 You are not behind. 🛑 You are not failing. You’ve just been shown automation in all the wrong ways: rushed, jargon-filled, and built for people who aren’t juggling 16 plates at once. That’s why I created Off the Clock. A 7-day starter system for service providers who are already at capacity. ✅ One task a day ✅ No fluff or tech overwhelm ✅ Instant wins like getting 5 hours a week back ✅ And full access to the course or the AI if you’d rather chat than watch a video You don’t need more pressure. You need peace. And that’s exactly what this gives you. $247 | Start today | DM PLAYBOOK and I’ll send you the link.

Let’s be real: most “systems” advice makes it sound like you need an entire team, a spare month, and a second brain to get your back end running smoothly. That’s not this. Off the Clock was built for real people - coaches and service providers juggling full client loads, content calendars, and maybe even laundry day. Here’s what you can set in motion this weekend: - An AI-powered lead follow-up system - A client onboarding flow that runs on autopilot - A smarter weekly content planning setup None of it requires wizardry. Just plug, play, and breathe easier by Monday. Want to see what’s possible? Off the Clock is waiting for you. DM me PLAYBOOK to get the details ✨ - What’s the easiest way to automate my coaching business? - Can I set up an AI system without hiring a team? - What’s one automation I can implement this weekend? #AIForCoaches #BusinessAutomation #ServiceProviderLife #WorkSmarterNotHarder #OffTheClock #WeekendWins

Which part of your business are you secretly resenting because it never stops? I used to feel that way about content. And DMs. And follow-up emails. Until I set up a few simple systems that started running without me. This is your invitation to name the thing you wish could run itself. 👇 Tell me below and I’ll share what’s worked for me. Ready to ditch the late nights and constant context-switching? DM PLAYBOOK and I’ll send you the link to Off the Clock.

“Like putting on a warm cozy sweater.” That’s how one of my students described Off the Clock. She came in feeling overwhelmed by tech and left ready to reclaim her time and set up her first AI-powered automation. ✨ “I’m no longer overwhelmed.” ✨ “Rachel breaks everything down into approachable, actionable steps.” ✨ “She gave me the confidence to use AI in ways I probably wouldn’t have.” This is what happens when we stop overcomplicating things and start building smarter systems that fit the way we actually work. You don’t need to know everything. You just need a starting point. Off the Clock is open now. DM me PLAYBOOK and I’ll send you the link. #AIAutomation #SmartSystems #OffTheClockAI #OnlineBusinessSupport #TechWithoutOverwhelm #DigitalSimplified

This one simple automation can change everything for how you manage leads. You know that feeling when you're constantly checking your email? Wondering if someone reached out? Stressing about response times, especially on weekends or when you're deep in client work? Here's a solution: Set up an auto-response for your contact form. When someone inquires, they immediately get a friendly message like: "Thanks for reaching out! I'll respond within 24 hours. Here's my calendar link if you'd like to book a call." That's it. Simple, professional, and instant peace of mind. Your leads feel heard right away. You stop worrying about your response time. That nagging "did someone message me?" feeling disappears. Sometimes the smallest automations create the biggest relief. You don't need a complex system - just one tiny friction point smoothed out. What's one small task in your business that's creating unnecessary stress? I'd love to know what's constantly on your mind. 💛 - How to set up auto-responses for business inquiries? - What's the first business process to automate? - How to stop constantly checking email for new leads? #businessautomation #autoresponder #leadmanagement #worklifebalance #simplifylife #coachingbusiness

Still waiting to feel ready for AI? Here’s the truth: readiness is a myth. You don’t need to know all the tools, the tech, or the trends. You just need systems that work without that 'too many tabs open' feeling in your mind. That’s exactly why I created Off the Clock. Not to impress you with AI theory, but to walk you through exactly how to make it work for your business... starting right now. ⚡️ 4 modules of focused training ⚡️ Plug-and-play automations ⚡️ A custom GPT you can ask anything Because smart systems are about finally having space to breathe. DM PLAYBOOK or tap the link in bio to get started. - How can coaches get started with AI without technical expertise? - What are the easiest AI systems for service providers to implement? - How to build business automations that actually save time?

Most AI is built for speed. Iconessence AI™️ was designed to build legacies. Because AI that helps you sell might get you to 6 figures. (These are the ones that 15 year olds are building for their mums!) But you're here for so much more than that... So you need a strategic tool that builds movements, spotlights every piece of your brilliance and scales your business fast. In your voice. With my strategies that create premium messaging that sells in seconds. You're exceptional at what you do and you need a tool to fully reflect that. Comment SPEED and I'll send the link over so you can see for yourself ⬇️ Join the high-calibre women who jumped in this weekend and have already seen fast results 🔥 #iconessenceai #iconessence #prismaticmessaging #messaging #fempreneur #bossbabe #highticket #premiumclients #messagingcoach #salesstrategy #businesscoach #moneymindset #salescoach

The Playbook is finally out in the world - Off the Clock is officially live. This is for the DIY coaches and service providers who want to build smarter systems using AI… without spiraling into tech overwhelm. But before you dive in, let’s slow things down for a second. You don’t need to have it all figured out. You don’t need to automate everything in a day. You just need a place to start - and someone in your corner who gets it. So here’s your open invitation: Have a question about the Playbook? Curious if it’s the right fit for your business model? Want help picking the right workflow to begin with? Drop it below and I’ll answer every one. Let’s build this next chapter together - on your terms, with your time, and without the tech drama.

Let’s clear something up: AI isn’t just for tech bros in Silicon Valley. It’s for coaches trying to keep up with content. It’s for service providers juggling client work and lead gen. It’s for anyone who wants to scale their business without running themselves into the ground. In Off the Clock, I show you how to use AI to simplify, automate, and free up your time, without needing a technical background. You don’t need to “get tech.” You just need to know what to do next. And I’ve mapped it all out for you. - How can non-technical people start using AI in their business? - What AI tools are easiest for coaches with no tech background? - Can service providers use AI without technical skills or coding? #AIforEntrepreneurs #CoachingBusiness #DigitalTools #SmallBusinessTips #BusinessAutomation #NoCodeAI #TimeFreedom

Imagine opening your laptop and seeing: - New leads followed up with - A new client onboarded automatically - Content drafts ready to post ...all without you lifting a finger that morning. This is what becomes possible when you stop relying on manual work and start setting up smart systems powered by AI. I just released Off the Clock: The AI Playbook for Coaches & Service Providers to show you exactly how to set this up, without the tech overwhelm. If you’re ready to create more freedom (without sacrificing growth), I’d love for you to grab your copy. P.S. You can set it up once and let it run while you stay focused on what matters most. - How can coaches use AI to scale their business without hiring a team? - What AI systems help service providers automate client onboarding? - Which AI tools save the most time for small business owners? #AIforBusiness #BusinessAutomation #Entrepreneurship #CoachingBusiness #ServiceProviderTools #SmartScaling #WorkSmarter

The Playbook is officially LIVE. If you’ve been feeling overworked and overwhelmed—trying to keep up with every task, every message, every lead—it’s time for something different. Off the Clock is the AI systems playbook for coaches and service providers who are ready to automate the right things, reclaim their time, and finally unplug without everything falling apart. ✅ 4 modules of focused video training ✅ Plug-and-play templates for your workflows ✅ A custom GPT so you can ask questions and skip the overwhelm ✅ A smarter, simpler back end—without the tech spiral Want in? Drop PLAYBOOK below and I’ll send you the link. #AIForBusiness #AutomationForCoaches #OnlineBusinessSystems #TechForServiceProviders #OffTheClockPlaybook #WorkSmarterNotHarder

I used to spend hours each week hunting for potential clients. Scrolling LinkedIn until my eyes burned, crafting "personalized" messages that rarely got responses, and constantly refreshing my inbox hoping someone - anyone - would reply. It was inefficient and emotionally draining. Then I had this realization: What if the technology that seemed so overwhelming could actually be what saves us from this endless chase? That's when everything shifted for me. I started building simple AI systems that could identify and engage with potential clients while I focused on the parts of my business I actually enjoyed. The result? My calendar started filling up with qualified leads who were genuinely interested in working with me, not just random connections I desperately hoped would convert. Here's what I've learned works best: - Get crystal clear on your ideal client first (AI can't find your perfect people if you don't know who they are) - Start small by automating just one part of your lead gen process (usually the initial research or outreach) - Remember that quality still beats quantity, the goal isn't more leads, it's more of the RIGHT leads My approach isn't about cold, robotic outreach or hustle culture tactics. It's about creating warm, authentic connections at scale, so you can spend more time working with clients and less time chasing them. Comment LEADS below and I'll send it to you for free. ✨ Questions you might have: - How can I use AI for lead generation without sounding robotic? - What's the simplest way to start automating my client outreach? - Which AI tools are best for coaches and service providers with small budgets? #aiforcoaches #leadgeneration #solopreneurhacks #clientattraction #onlinebusinesstips #serviceprovidertips

What if 4 days from now, your business started running with more ease - without hiring, without burnout? That’s the promise of Off the Clock. A 7-day mini course for coaches & service providers who are ready to get out of the weeds and into systems that work for them. ✅ One simple AI-powered workflow ✅ Tools you actually need (and know how to use) ✅ Templates, swipe files + a game plan you can implement in a week We’re not adding more tech to your plate. We’re clearing it. Off the Clock drops in 4 days. Want to prep before the doors open? DM me STARTER and I’ll send you the free AI Starter Guide so you’re ready. 💛 - How can I use AI to automate my coaching business? - What’s the best way to get started with AI as a service provider? - Which AI tools actually save time without being overwhelming? #AIAutomation #CoachingBusiness #OnlineServiceProvider #DigitalWorkflow #WorkSmarter #AIForBusiness #OffTheClock

Let’s talk about the real reason so many people aren’t using AI yet… It’s not laziness. It’s not resistance to growth. It’s *overwhelm.* Overwhelm from too many tools, too many experts shouting over each other, and no clear place to start. So if you’ve ever thought: • “I’m not techy enough for this.” • “AI sounds robotic.” • “I don’t have time to figure this out.” You’re *exactly* who I made the Playbook for. It’s a simple, step-by-step guide to start using AI in your business—without the spiral. DM me the word STARTER and I’ll send you my free AI Starter Guide so you can dip your toe in first. You don’t need to figure it all out. Just take the first step. 💛 #AIForEntrepreneurs #SmallBusinessAutomation #CoachingWithAI #EthicalAI #ClientExperience #WorkSmarterNotHarder

Let’s be honest: most “learn AI” resources feel like drinking from a firehose. That’s why I created Off the Clock. It’s a 7-day mini course that helps coaches & service providers actually implement their first AI-powered system - with zero tech overwhelm. You won’t just learn what AI can do. You’ll actually do it with files, plug-and-play templates, and a daily plan that respects your time. Inside, you’ll learn how to: - Streamline client onboarding - Automate lead follow-ups - Create content workflows that run in the background - Choose the right tools for your budget & needs - Build one AI workflow that actually works—for you This is for the coach or service provider who’s done juggling 47 apps and still doing it all manually. The best part? You don’t have to wait long. Off the Clock drops in just a few days. 💛 Want to get the jump start before it launches? DM me PLAYBOOK and I’ll send you my free AI Starter Guide to get you moving now. - How do I automate my coaching or service-based business with AI? - What’s the easiest way to start using AI without tech overwhelm? - What AI tools should service providers be using right now? #AIinBusiness #CoachingAutomation #DigitalWorkflows #TechForServiceProviders #WorkSmarter #OnlineBusinessTools #OffTheClock

Last week, I spent 3 hours setting up what should have been a "simple" integration between my email platform and scheduling tool. By hour two, I was ready to throw my laptop out the window. 😅 The thing is, I am a tech person, so I can only imagine how frustrating these moments feel when technology isn't your zone of genius. Tech is supposed to make your business easier, not harder. But between tools that don't integrate, automation that feels robotic, and subscriptions that add up too quickly, many of us end up more overwhelmed than assisted. In my latest blog post, I break down the 5 biggest tech challenges I see entrepreneurs facing: - Too many disconnected tools (and not enough integration) - Struggling to automate without losing your personal touch - Cybersecurity concerns that keep you up at night - Overwhelming tech learning curves that lead to avoidance - Subscription costs that quietly drain your profits The good news? Each of these has practical solutions that don't require a computer science degree to implement. And no, you don't need to hire a full-time tech person either (unless you want to!). Comment CHALLENGE below and I'll send it to you for free. - Are you tired of juggling too many tech tools in your business? - Do you worry about losing the personal touch when you automate? - What's your biggest tech frustration as an entrepreneur right now? #businessautomation #entrepreneurtech #coachingbusiness #techsimplified #serviceprovidertips #AIforbusiness

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