St Albans, England
rachel@virtualrani.com
See How Smart Systems Actually Work - Follow Me on Instagram!
Behind the scenes of my client work. This is what SIMPLIFY looks like 🤍
Thanks for being here 💛
And thanks to @leo.and.opal_socialmedia_va for the inspiration for this post
If you’ve ever thought:
“Why am I still doing this by hand?”
“Did that actually go out?”
“Did they get what they paid for?”
That’s a setup problem.
Follow for strategic systems that make running your business feel lighter.
#UpgradeSystems #TechImpact #ModernizeOperations #SystemManagement
I understand how businesses actually run and I make the process feel calm, clear, and possible.
If one of the situations in this post sounded like you, send me a DM.
I’ll let you know how I can help.
#businesssystems #operationssupport #techwithoutoverwhelm #systemsforfounders #behindthebusiness #calmbusiness
➡️ Send this to someone who needs the reminder.
This moment of clarity is everything to me.
If your admin is keeping you bogged down, send me a DM. Let's chat 🤍
#BusinessAudit #SystemCheck #TrustedSystems #BusinessEfficiency #BusinessEvolution
The good news?
Most of them are fixable without starting over.
Follow along if you want simple, thoughtful systems that actually support the way you work.
#SystemErrors #Troubleshooting
#FixItFast #OperationalReliability
You didn't do anything wrong.
Growth creates complexity.
Freedom comes from having systems that can hold it.
If this is how you're feeling, let's chat. I'd love to help 🤍
#serviceproviders #businesssystems #businessautomation #businessgrowth #womenownedbusiness
When systems are built with intention...
They protect the human touch.
They hold the details.
Reduce friction.
Create space for better conversations and decisions.
That’s the kind of automation I believe in.
#PersonalTouch #HumanizedAutomation #CustomerCare #TechWithHeart
Calm. Clear. Supportive.
This is what my clients experience when their systems are designed intentionally, not rushed.
Grateful for the trust, always 🤍
#ClientTestimonial #SuccessStory #CustomerSatisfaction #TrustedSystems
These fears are valid and they’re usually caused by badly designed systems.
Good automation is visible, intentional, and easy to step into when you need to.
If this hit close to home, you’re ready for better systems.
SEND THIS POST TO A FRIEND WHO NEEDS IT!
#TrustIssues #AutomationTrust #OvercomeObstacles #ReliableSystems
Hi, I’m Rachel 👋
I’ve worked across customer service, hospitality, events, and non-profit, which gave me a unique lens on operations.
Virtual Rani started in marketing, but once I discovered funnels and automation, I realised systems could protect both people and client experience.
That’s what I build now.
Calm, intentional systems without losing the human touch.
Glad you’re here 🤍
#BusinessExpert #AutomationLeader #VirtualRani #IndustryInsider
My FREE Mini Systems Audit helps you understand what’s really happening behind the scenes in your business.
Comment MINIAUDIT to get started 👇
#FreeAuditOffer #BusinessAudit #SystemCheck #ValueAdd
When your systems are clear, clients feel supported at every step WITHOUT you needing to be everywhere at once.
If your client experience feels clunky, your backend is probably asking for attention.
Intrigued on optimizing your client journey? Send me a DM 💬
#ClientJourney #CustomerExperience #BusinessSystems #SmoothOperations
Automation isn’t about being more productive.
It’s about protecting your energy.
If your brain is acting like the control centre for your entire business, automation is the relief you’re craving, even if you don’t know where to start yet.
👉 SAVE this for the moment you’re ready to make things easier.
#AutomationBasics #SimplifyTasks #BusinessAutomation #Efficiency
Featuring the 80s Batman sweatshirt I stole from my dad 🦇
If you're looking for support like this, let's chat 🤍
Most leaders think they need more team members, more time or another tool.
What they actually need is clarity.
My Systems Audit isn’t about adding more tools. It’s about understanding how your business really runs, where it leaks energy, and what needs to change first.
If you're ready for systems that support you, DM me NEWSYSTEMS.
#SystemAudit #BusinessEfficiency #AutomateWithRachel #VirtualRani #BusinessGrowth
If rest feels out of reach, it’s rarely a discipline problem.
It’s usually because your systems are leaking energy.
Real self-care starts in the backend.
Follow @virtualrani for systems that create space, not pressure.
#systemsselfcare #automationforwellbeing #leaderselfcaretips #timefreedombusiness #wellnesswithsystems
The reason most goals don’t stick?
They’re built on broken systems.
If your backend can’t support your goals, no amount of planning will fix it.
This is your sign to do it differently.
Comment NEWGOALS and start eliminating bottlenecks ✨
#goalsettingforleaders #businessgoalclarity #operationalbottlenecks #systemsforgoals #strategicplanningtips
The first step of a real systems audit is listening to how work actually happens and where it quietly breaks down.
If you’re ready to stop guessing and start with clarity, DM me SYSTEMS.
#systemsauditguide #streamlineyourbusiness #backendorganizationtips #audityourworkflow #efficiencyconsulting
A new year is a great time to set goals...
but it’s an even better time to check whether your systems can support them.
Scaling doesn’t require more hustle.
It requires clarity, simplicity, and systems that grow with you.
If this year is about doing things properly (not just bigger), start here.
Comment TRY if you’re ready to give it a try ✨
#NewYearPlanning #ScalingOperations #FutureGoals #BusinessStrategy
This is your sign to stop adding tools and start fixing the foundation.
DM me when you’re ready for systems that actually support you and your team. 🎆
#freshstartforleaders #businessmindsetshift #systemsforgrowth #newbeginningsbusiness #claritythroughsystems
This is a standard I’m not willing to compromise on.
If you’re building systems for a team, this one’s worth thinking about for the New Year 🤍
This tool has been such a game-changer in my client work because it connects all the different bitties behind the scenes.
When leads, clients, tasks and data flow properly, you're free to focus on creative growth.
If your business is feeling quite scattered at the moment, comment CHECKUP to take a quick business health quiz 💛
#AutomationTools #GameChanger #TechInnovation #TaskAutomation
The next phase of automation will be about removing what never needed to be manual in the first place.
The teams who thrive will be building systems that adapt as they grow.
If you’re curious what the future of automation could look like inside your business...
Comment FUTURE 👇
#FutureOfAutomation #TechPotential #InnovativeThinking #BusinessTrends
If you’ve ever thought, "Everything is quite scattered in different directions” this is your sign.
What if you could streamline your entire business operation? Comment SYSTEMS and let’s talk.
Merry Christmas 🎁🎅🎄
Follow me if you're ready for new systems in the new year ✨
All wrapped up for Christmas… except those last bits and bobs?
Follow me for systems that actually give you a break 🎁
Efficiency is not about doing more.
It’s about removing friction.
These small shifts are the difference between constant admin and systems that quietly support you.
If your ops feel clunky...
Your systems just need a smarter setup.
This is your permission slip to pause, reflect, and renew what’s no longer supporting how you work NOW.
Comment RENEW and I’ll show you how to get clarity on what actually needs updating (without rebuilding everything).
#ReflectAndRenew #SystemRevamp #UpdateAndUpgrade #BusinessEvolution
Client appreciation 🤍
This work has been about more than systems - it’s been about creating clarity, visibility, and ease behind a mission doing genuinely important work.
I’m deeply grateful for the trust, collaboration, and care the team has brought to this process. Building systems that support impact is always a privilege.
DOUBLE-TAP if you believe good systems should serve people, not the other way around.
#ClientAppreciation #CustomerJourney #TrustedPartner #ClientLove
Follow me if this kind of practical approach to systems is what you're looking for - I share what works (and why), without overcomplicating it 💛
Most system security issues are due to small oversights that build up over time.
Old logins that were never removed.
Permissions that don’t match roles anymore.
Automations still running quietly in the background.
Regular security checkups help you spot these gaps early and protect your business without adding stress.
Bookmark this post so you can revisit it!
#SystemSecurity #SecureOperations #BusinessSafety #TechSecurity
I made you something🎁
My free Mini Systems Audit helps you spot the gaps, reduce admin and get organised.
Comment ORGANISE and I'll send it over to you.
#SystemCheckup #AuditChecklist #BusinessMaintenance #OperationalCheck
This year was incredible:
💛 I built systems for 8 incredible businesses
💛 I visited the US, India and France
💛 I hired two assistants
💛 I bought an actual desk
Can't wait to see what 2026 brings 🥰
This year was NOT about buying another tool...
It was about building systems that actually support the people using them.
Across foundations, coaches, and service teams, the results were clear:
• less manual admin
• clearer data
• smoother workflows
• more time for meaningful work
When systems are working, teams feel it every day.
LIKE THIS POST FOR MORE CONTENT LIKE THIS 🤍
#YearEndReview #AnnualSuccess #BusinessAchievements #ReflectingBack
➡️ Share this to your Stories to spread the word!
#HolidayPrep #BusinessReadiness #SeasonalPlanning #OperationalTips
A powerful tech stack is only powerful when it’s connected.
Systems Audits don't need to be a “burn it down” moment.
They can be an operational upgrade.
Where we build a path to:
• Dynamic CRM tier updates
• Better tagging and segmentation
• Forms feeding data cleanly into CRM
• Consolidation where it reduces cost + complexity
Less duplication.
Smarter automation.
Sharper clarity.
More time for what matters.
Tools should feel supportive.
Your tools only need to do one thing well ⬇️
Make the business easier to run.
So before you invest time (or money) into anything new, ask:
🔹 Will this remove steps?
🔹 Will this reduce decisions?
🔹 Will this shorten delivery time?
🔹 Will this eliminate human error?
If the answer isn’t yes, it’s not the tool you need.
Efficiency doesn’t start with tech. It starts with strategy.
When you slow down long enough to map how your business actually runs:
🔸 You stop firefighting and start leading.
🔸 Your team gets crystal-clear direction.
🔸 Your systems begin to support your mission, not complicate it.
Strategic planning isn’t “extra time.”
It saves time every single week.
If you’re ready for your systems to finally match the size of your vision, start with strategy first.
#StrategicPlanning #SystemEfficiency #BusinessOperations #PlanningSuccess
Streamline your client onboarding in seconds—watch this quick reel!
Eager to streamline your client onboarding? Comment 'SYSTEMS'.
#ClientOnboarding #StreamlinedProcesses #EfficientOnboarding #CustomerExperience
Small change → big impact.
Your inbox habits are usually a mirror of what’s happening across the rest of your operations.
If email feels messy, slow or repetitive then there’s probably friction elsewhere too.
So let’s find it.
Comment EMAIL below and I’ll send you my Mini Systems Audit via DM.
It's a simple way to see where your emails and your systems could be running smoother.
#EmailEfficiency #TimeManagement #ProductivityTips #EmailHacks
Comment SETUP to set up your first automation right now 🥰
#QuickSetup #AutomationTips #TimeSaving #EfficiencyHacks
Comment 'CHECKUP' and take a short quiz to see how healthy your systems are 🙌
Most business owners wait until something breaks before checking their systems.
But the truth is… systems rarely fail all at once.
They fail slowly and quietly.
A missed task here, a broken automation there, data that doesn’t look quite right, a tool integration that’s “acting weird”... it all adds up.
And suddenly the business feels heavier, slower, and more chaotic than it should.
Regular system reviews are the antidote.
When you build them into your weekly or monthly rhythm, you start catching the small misalignments before they become big ones.
You spot bottlenecks.
You see outdated processes.
You remove friction your team has been tolerating for too long.
And everything starts to flow again.
Because healthy systems don’t happen by accident - they happen through intention and consistent care.
If you want your business to run smoother, feel lighter, and grow without constant firefighting…
Time is running out! Comment ‘CHECKUP’ to ensure your systems are healthy today.
#SystemCare #BusinessHealth #RegularReview #OperationalExcellence
Nice to meet you 🥰
People always assume I’m naturally organised...
but the truth is, I’ve just built systems that support the way I think, work, and live.
My day runs smoothly because the structure is already there:
📝 A morning reset that clears my head
💬 A memory capture system so nothing slips
🎯 A simple triage method that tells me what matters
🔁 Recurring + micro task routines
🤖 Automations running quietly in the background
⏳ And boundaries that protect my time and energy
These are the small but powerful systems that keep everything moving, even while managing multiple clients, complex tech builds, content, and family life.
If you want to see exactly how I do it, swipe through the carousel.
And if you’re ready to get your own systems working for you instead of relying on willpower...
Comment ‘ORGANISE’ to get my free Mini Systems Audit 💛
#BehindTheScenes #DayInTheLife #OrganizedLife #BusinessSystems
Automation becomes simple when you break it down.
And it makes your business more human, not less.
Small steps.
Small wins.
Less firefighting.
More flow.
If you’re ready to see what’s actually possible for your business…
Comment ‘MYTHBUSTER’ and I’ll send you the next steps.
Comment SETUP for a quick, beginner-friendly setup you can follow step-by-step.
I'll send it straight to you 🙌
#QuickSetup #AutomationTips #TimeSaving #EfficiencyHacks
Feeling stretched thin?
It’s rarely a motivation problem; it’s a capacity problem.
When you automate the repetitive parts of your business, you free up the mental space you need for creativity, clarity, and growth.
SAVE this post so you can come back to these benefits whenever things start to feel heavy 💛
#AutomationBenefits #CreativeFreedom #BusinessGrowth #TechForSuccess
What started as a 2-month project turned into a 9-month partnership because:
✨ the audit revealed deeper issues
✨ we fixed foundational problems
✨ suddenly things that seemed impossible… became entirely achievable
That’s the power of a proper System Audit.
It shows you what’s really going on beneath the surface AND what your business could do if everything actually worked together.
If your systems feel heavier than they should, DM me “SETUP” and I’ll walk you through the first step.
#SystemAudit #BusinessEfficiency #AutomationExpert
5k > 50K months in one year. How ⬇️
When Helen and I started working together, she was making around £5k/month and feeling stretched by the behind-the-scenes work. She’s brilliant at coaching, but tech? Funnels? Data workflow? Client onboarding automation?
Not where she wanted her energy to go. 🙅♀️
So we began slowly with a couple of hours a month.
And then the backend started to transform.
I set up her marketing automation systems, refined her customer lifecycle, built her funnels, automated her onboarding and offboarding, and created the integrated systems she needed to streamline processes and scale her business sustainably.
One of the biggest shifts came when she began making enough to charge VAT and Kajabi couldn’t show the full commitment amount from clients on payment plans. I built a custom automation that created draft invoices in Xero with the full total - giving her accountant exactly what they needed, and giving Helen complete peace of mind. 😌
No manual work. No late-night admin. Just accurate, real-time insights.
With her digital operations running smoothly and her platform integrations supporting her instead of draining her, she suddenly had something she’d been missing for years: capacity. And capacity changes everything.
Within a year, she crossed £100k for the first time. 🎉
A few months later, she hit her first £50k month - supported by systems that could finally keep up with the demand she was creating.
In her words:
✨ “I literally couldn’t make the money I do, keep my sanity intact, and make my vision come to life without your support.” ✨
If you’re a service-based business scaling into higher months - but your backend feels chaotic or fragile - you don’t need to hire another team member. You need thoughtful, integrated systems that create room for growth.
DM me SYSTEMS if you want support with CRM implementation, platform integration, automated lead nurturing, or building backend foundations that actually match the size of your vision.
This may surprise you ⬇️
That AHHHH!!! feeling around tech disappears when you cut your tool stack in half.
For this client, switching to Google Workspace:
– removed 4 logins
– cut subscription costs
– reduced integration issues
– made onboarding way smoother
– and freed up her from hours of admin
The tools you choose matter.
Simple systems scale better than complex ones.
If you’re wondering whether your stack is costing you more time and money than it should…
I can take a look.
DM me to chat 🙌
With digital operations, there are usually two paths ⬇️
1️⃣ You maintain it in-house - using the video walkthrough, documentation, and clear steps I give you.
This works beautifully if you want your VA to handle ongoing CRM implementation, client onboarding automation, lead nurturing, or simple data workflows internally.
Everything is set up to be easy to follow, update, and understand. 🙌
2️⃣ Or… you keep me on as your long-term technology partner.
This is perfect for service-based businesses that are scaling quickly and want their marketing automation systems, customer lifecycle, and integrated systems to evolve as they grow.
I continue refining your platform integrations, streamlining processes, optimising your conversion points, and making sure your business efficiency stays high as new offers, clients, and opportunities come in.
The truth is: A system is only as strong as the support behind it. 💛
Whether you prefer full ownership or you want someone keeping an eye on your automations, real-time insights, and actionable data, you get to choose the level of support that feels right for where you’re headed.
If you’re ready to scale your business with calmer, cleaner systems (and maybe even hand off the maintenance completely), DM me SYSTEMS and I’ll walk you through the best next step for you.
You don’t need to be more organised. You need systems that keep promises for you.
A simple post-call follow-up automation can turn lost opportunities into loyal clients with no extra hours and no mental load.
Follow for weekly automation ideas that make your business more calm, transparent, and connected.
#EmailFlows #LeadCaptureSystem #FollowUpAutomation #MarketingWorkflow #AutomatedMarketing #DigitalFunnels
The more nuanced your client journey is, the more you benefit from systems that carry the load for you.
Automation isn’t about shortcuts; it’s about consistency, precision, and support.
Your business deserves that 💛
Follow me for calm, practical automation solutions.
#BusinessAutomation #MarketingAutomation #CRM #CRMSystem #DataAutomation #AutomationTools #DigitalTransformation #BusinessProcesses #LeadGeneration #CustomerSuccess #WorkflowAutomation #MarketingTech #SaaSBusiness #TechForBusiness #OperationalEfficiency #GrowthHacking #SmallBusinessTech #BusinessGrowth #AutomationStrategy #MarketingStrategy #DataDriven #CustomerRelationshipManagement #SmartBusiness #SalesAutomation #SystemIntegration #BusinessIntelligence #BusinessOptimization #ProcessImprovement #DigitalAgency #BusinessConsulting
Your systems shouldn’t rely on “for now.”
If your automations only work sometimes, it’s not an automation, it’s a patch.
The Systems Audit gives you a clear picture of where things are breaking down and what to fix first.
So your business finally runs the way you want it to.
💛 Book your Systems Audit through the link in my bio.
#TechVA #CRMSetup #BusinessSystems #SystemIntegration #CRMStrategy #VirtualSystemsSupport
Don't make this mistake 👇
Most business owners don’t notice the friction in their systems because they’re used to it.
They’re used to:
– Repeating the same steps every time
– Hunting for missing info
– Onboarding that varies depending on the day
– Tools that work… but don’t quite work together
– Small inefficiencies that add up to hours lost
Journey Mapping shows you what you’ve normalised.
It gives you the full picture of how your business runs behind the scenes so you can finally eliminate the overlaps, gaps, and duplicated effort that slow everything down.
When your journey is clear, your systems become calm. And calm systems change how you lead.
💛 Follow for more ways to build connected systems that work the way you do.
#CustomerRelationshipManagement #SmartBusiness #SalesAutomation #SystemIntegration #BusinessIntelligence #BusinessOptimization #ProcessImprovement #DigitalAgency #BusinessConsulting
The loudest person in the room isn’t always the most credible, just generally the most exhausted.
Confidence is what happens when you trust your business to hold itself.
Your clients feel it. Your team feels it. You feel it.
You don’t need hype when your systems tell the story for you.
→ Follow for calm, confident ways to scale sustainably ⚙️
#BusinessAutomation #WorkflowAutomation #AutomationExpert #StreamlineYourBusiness #AutomateYourWorkflow #OnlineSystems #SystemsStrategist
Your systems shouldn’t make you the debt collector.
Most failed payments aren’t intentional: they’re expired cards, overlooked invoices, or busy clients who just didn’t notice.
A Failed Payment Recovery Flow quietly handles all of it:
✅ Sends a gentle payment reminder
✅ Logs the issue in your CRM
✅ Notifies your team instantly
No awkward follow-ups.
No surprise cash gaps.
No stress.
Because the best automations protect your revenue and your energy. 💛
#BusinessFinanceAutomation #StripeIntegration #XeroTips #BookkeepingMadeEasy #AutomatedReports #GoogleSheetsAutomation #DataTrackingSimplified #FinanceWorkflow #ReportingAutomation #SmallBizFinances
Here’s the truth most people don’t say out loud ⬇️
We talk about self-care like it’s something you add on top of your business…
But real self-care is removing the stress in the first place.
💛 It’s impossible to switch off when your business depends on you remembering everything.
💛 Anxiety doesn’t come from the work; it comes from not knowing what you’re walking into every day.
💛 The quickest way to feel supported in your business is to build support into your business.
Systems are self-care.
They give you fewer decisions, fewer emergencies, fewer “I’ll just fix this quickly” moments that steal your evenings.
They give you clarity instead of clutter.
They give your team direction instead of guesswork.
They give you the mental space to actually enjoy the life you built this business for.
If you want to feel calmer, more confident, more in control…
Start with the foundation that holds everything together.
Your future self will thank you.
#WorkflowAutomation #MarketingTech #SaaSBusiness #TechForBusiness #OperationalEfficiency #GrowthHacking #SmallBusinessTech #BusinessGrowth #AutomationStrategy
That one client question that catches you off guard?
It’s not about poor tracking. It’s about disconnected tools.
When your CRM, Stripe, and project platforms each hold a different version of the truth, your decisions start resting on guesswork.
And that’s not leadership; that’s survival.
When your systems finally talk, clarity becomes effortless.
💬 Be honest: which tools in your business never seem to agree with each other?
I’ve probably seen (and fixed) that setup before.
#BusinessAutomation #MarketingAutomation #CRM #CRMSystem #DataAutomation #AutomationTools #DigitalTransformation #BusinessProcesses
What a smooth intake looks like ⬇️
Instead of just gathering info, it sends it where it needs to go:
→ into your CRM
→ into your project management tool
→ into your onboarding emails
→ into your shared folder
No copy + paste. No follow-ups.
Just a clean start that saves hours and sets the tone for everything after.
Because when your intake is seamless, your clients feel taken care of… and your team finally feels in control. 💛
#CRMSetup #BusinessSystems #SystemIntegration #BusinessAutomation #WorkflowAutomation #AutomationExpert
Here’s how it works 👇
1️⃣ We spend up to 3 hours in a deep-dive chat, mapping out your tools, workflows, and team processes.
2️⃣ You share your logins and I go in to review your systems myself.
3️⃣ Within 72 hours, you receive a detailed audit report and a recorded video walkthrough with my expert recommendations.
You’ll walk away with:
✅ Clarity on what’s causing bottlenecks
✅ A prioritised action plan
✅ The confidence to move forward with or without me implementing
Because when you finally understand your systems, you can stop running in that hamster wheel.
Book your Systems Audit by commenting SYSTEMS or through the link in my bio. Choose your date, pay, and we’ll get started 💛
#OnlineSystems #SystemsStrategist #AutomatedSuccess #DigitalWorkflow #WorkSmarterNotHarder #AutomationExpert
Most people don’t skip checkout because they changed their mind.
They got distracted: the phone rang, the browser froze, life happened.
An abandoned cart automation quietly catches those moments: re-engaging warm leads, reminding them what they wanted, and making it easy to come back and buy.
It’s not pushy. It’s proactive.
Because systems that serve your clients well will always serve your business better. 💛
Follow for weekly ideas on building calm, connected systems that work with you, not against you.
“Just one more test run.” - you, 47 error messages ago 😭
Follow for automations that don’t make you want to throw your laptop.
#ZapierFails #AutomationFails #TechVA #SystemIntegration #VirtualSystemsSupport #ServiceBasedBusiness #SystemsForSuccess
Some of the feedback that’s landed in my inbox lately 🥲
I’m so grateful to support teams doing incredible, meaningful work.
And to see what’s possible when systems finally click.
If your backend feels disconnected, it's time for a Systems Audit - the first step to building calm, connected systems that actually support you. Comment SYSTEMS for more details.
Make sure to tap follow so you don't miss the rest of this series 🤩
People think automation is plug-and-play. What they don't see ⬇️
The clean-up underneath:
→ Duplicated data
→ Old client info
→ Clunky forms
→ Missing tags
→ Tools that don’t talk to each other
In one client project, I had to update 5,000+ records manually just so the new automation would mean something.
It’s not always glamorous, but it’s what makes the difference between:
⚠️ “Why isn’t this working?”
vs
✅ “Our systems just run.”
If all this sounds familiar and you’re not sure where to start, that’s exactly what I cover in The Systems Audit: a deep dive into what’s working, what’s not, and what to fix first. Comment SYSTEMS to learn more 💛
If someone has to email you to ask when you’re free…
They probably won’t.
Automated scheduling tools like Calendly or TidyCal take away the tension between interest and action.
It’s one of the easiest ways to save time and create a smoother client experience.
Follow for weekly ideas on building calm, connected systems that make business flow 💛
Have multiple clients? You need #3 🔥
Follow me for systems that do the heavy lifting for you 🙌
#automationtips #businesssystems #nocodetools #crmsetup #smallbusinessautomation #zoho #zapier #clickup #worksmarternotharder
Here’s your first move ⬇️
Don’t try to organize everything at once.
Start by listing the tasks you repeat every week - not the apps you use.
Because tools are just delivery methods. Systems start with strategy.
From there, ask:
→ What can be automated?
→ What can be delegated?
→ What can be deleted?
What’s the most chaotic part of your setup right now? Drop it below and I’ll tell you what I’d fix first. 👇
If you’ve ever said “it’s just faster when I do it myself,” this one’s for you 💛
Follow for more ideas on building calm, connected systems that help your team scale with clarity
Tap follow for more insights like this 💥
#businessautomation #serviceproviders #businesssystems #businessgrowth #womenownedbusiness #digitalserviceprovider
Which of your spreadsheets do you wish would update themselves? 👇
Tell me in the comments and I’ll tell you if it can be automated.
#googleautomation #googlesheets #nocodeautomation #businesssystems #automateyourbusiness #clickupautomation #dataentry #smartbusiness
Let's make a list of tools to avoid ⬇️
👇 Tell me: What’s the most annoying manual task you do every week?
Follow me for more strategic automation tips 🥰
#businessautomation #businesssystems #serviceproviders #aiautomation
Because in business, it looks like this👇
You want to email your list weekly?
📧 → Not a goal. A system.
You want every new client to feel taken care of from day one?
🙌 → Not a vibe. A system.
You want to stop duplicating work and finally step away from the backend?
🧠 → Not a dream. A system.
Most people set goals.
But the ones who actually get the result?
They built the system that makes it happen on repeat.
👀 What’s one goal in your business that could be systemised instead?
Drop it in the comments. Let’s name it.
If you’re a service provider then…
Tap FOLLOW to see more posts about automating your business! 🔥
Most business owners think automation = a huge tech project.
But the truth?
You can change how your business runs in 24 hours.
No code.
No complex tools.
Just one system that stops tasks falling through the cracks.
If you're still doing everything manually, this is where to start.
💬 Want a plan built around your business?
Book a Systems Audit via the link in bio or DM me SYSTEMS and I’ll send you the details.
How many glowing testimonials have you lost simply because you forgot to ask?
How many clients left quietly because you didn't catch their frustration early enough?
Most business owners miss valuable feedback not because they don't want it - but because asking feels awkward or they forget when they're busy.
That's exactly why I automate feedback collection for my clients 💛
Do you have a system in place for this? Let me know 👇
I went to TEDx St Albans expecting big ideas. But what I didn’t expect?
Was how many speakers - across totally different topics - shared one central theme:
We’re disconnected.
We’re overwhelmed.
And we’re trying to do too much, alone.
It made me think about the service providers I work with every day.
Brilliant, booked-out, and burnt out…
Holding everything together behind the scenes, but with no real system to support them.
If that’s you:
You’re not the problem.
The lack of support is.
And if you’re ready to stop doing it all yourself?
Start with the Systems Audit.
We’ll map what to automate, delegate, or drop so your business stops leaning so heavily on you.
🔗 Link in bio or DM me SYSTEMS for the details.
I want to hear from you 👇
Have you used Asana or ClickUp? Which one worked better for your business and why?
Drop it in the comments. I’m curious.
Oh good! You made it. Tap follow and let’s get to work 💪
“I’ve wanted this for 4 years… I’m so happy I could cry.”
That’s what the CEO said after seeing what I’d built behind the scenes of her company.
For 5 months, I’d been working directly with her department heads - building intelligent automations that removed manual work, connected disconnected tools, and gave the entire team back time they didn’t even realise they were wasting.
They felt the shift.
But she hadn’t seen it yet.
Until I walked her through every piece of what was now running without them lifting a finger.
→ Xero + Stripe + two bank accounts feeding into their CRM
→ Contact records showing real-time financial data
→ Booking forms populating Zoho CRM and auto-subscribing to newsletters
→ Community-submitted event links published automatically to their site
When I finished my walkthrough, she put her head in her hands and said:
“I’ve wanted this kind of system for 4 years.”
This is what automation actually looks like:
Quiet, powerful, intelligent systems doing what no one has time for, without needing more staff, more logins, or more stress.
If your business is growing fast, but your backend hasn’t caught up with your brilliance yet...
DM me SYSTEMS and I'll get your tools finally start talking to each other.
What email service provider do you use? Do you like it? 🤔
#ABCsOfAutomation #EmailSequences #EmailMarketing #ActiveCampaign #Kajabi #BusinessAutomation #EmailAutomation #ServiceProviders
“What automation should I have based on my zodiac sign?”
Glad you asked. I consulted the stars and the CRM gods 🌙🤖
…okay no I didn’t. But I did make this carousel for the business owners who keep saying:
→ “I’ll set that up later”
→ “It’s not that broken”
→ “I just need a minute to figure it out…”
Spoiler: the stars won’t fix your systems. But I can.
💫 Whether you’re a Capricorn with a colour-coded Notion board
…or a Sagittarius launching funnels from a beach in Costa Rica -
Your systems still need to work when you’re not working.
📌 Save this for laughs
👯♀️ Tag your biz bestie
🔁 And follow me for smart automations and content that doesn’t make your eyes glaze over
I've always loved to prove people wrong 💕
That constant feeling of needing to check your phone so you don't miss a potential lead? It's exhausting.
I see it all the time with service providers - they're constantly anxious about their Instagram DMs. Checking between client calls, during dinner, before bed. Always wondering if they just lost someone because they didn't respond fast enough.
Here's what I set up for my clients: ManyChat automations that handle those DM conversations instantly.
The most common one? Lead magnet sequences. Someone comments a keyword, they get the resource immediately, and their email automatically flows into your email service provider. All while you're doing literally anything else.
But here's what most people don't realize ManyChat can do - you can send voice notes. A personal message from you that makes the whole thing feel human instead of robotic. My clients love when I show them this feature.
The more complex setups are my favorite to build - collecting emails, syncing with CRMs, creating proper nurture sequences. Everything connected so nothing falls through the cracks.
My clients usually know what ManyChat is. They've seen other people use it. But they don't know how to set it up themselves or don't have the time to figure out all the moving pieces.
Here's what changes after I build these systems: that constant phone-checking anxiety disappears. They know every lead is being captured and responded to instantly, even when they're with clients, sleeping, or actually living their life.
It's one less thing to constantly worry about. And when you're running a business, having one less thing to check obsessively makes such a difference.
Your Instagram DMs shouldn't require you to be perpetually online. When automation handles the initial response and lead capture, you can focus on the conversations that actually need your personal attention.
#ABCsOfAutomation #DMAutomation #ManyChat #InstagramAutomation #LeadGeneration #BusinessAutomation #ServiceProviders #IGAutomation
“Okay, but how much does automation actually cost?”
Honestly? Most of what I build for clients costs £0/month to run.
Here’s what that looks like:
→ A Kajabi lead magnet form sends contact info to a Google Sheet so my client can follow up easily.
Cost: £0
→ A ClickUp project update is automatically logged in a shared Google Sheet so the whole team stays on track.
Cost: £0
→ A specific email triggers an automation that pulls a PDF attachment, extracts the text with AI, adds it to a Google Sheet, and sends it to Zoho CRM.
Cost: £0
The tools are already there.
You just need someone to connect them properly.
This is what I do - build backend systems that are simple, powerful, and don’t add more tools or headaches.
DM me SYSTEMS if you’re ready to hand this off and finally stop updating your spreadsheets manually.
Follow me if you're a service provider with too many tools, too many tasks and no time to figure out how to make it work together.
I'll help you connect the platforms you already use, automate those daily tasks that take up way too much time, and finally get your business running smoothly, without you having to hold it all together.
You can love your business and still want to take a break from it.
It doesn’t mean you’re lazy.
It means you’re human - and your capacity isn’t infinite.
Most of my clients genuinely enjoy their work.
They care deeply about what they do. They’re driven, creative, passionate.
But loving the work doesn’t make your systems run themselves.
And when everything depends on you, your freedom disappears.
That’s where automation becomes more than a productivity tool.
It becomes how you protect your energy, your growth, and your ability to keep loving the business you built.
✅ Sales funnels that trigger while you’re offline
✅ Onboarding that happens without you lifting a finger
✅ Content that gets shared while you take the weekend off
This is what I build.
So you can take a break without things falling apart.
📩 DM me SYSTEMS if you’re ready to hand off your backend.
Or save this post for when you're ready to breathe again.
Your business is growing and you know there’s a smarter way to run things.
It starts with picking the right kind of support.
Here are 4 ways we can work together based on where you’re at:
⚙️ The Systems Audit – Get total clarity before you commit to a build. Strategy session + tech audit + custom blueprint.
⚙️ Half Day Build – For quick, high-impact wins. One system, one workflow, built and done.
⚙️ Full Day Build – You’ve got a bigger system or several tools to connect? We’ll build it all in a day.
⚙️ Multi-Day Build – Custom projects for businesses with complex backend needs and no room for guesswork.
You don’t need more tools.
You need your tools to work together.
DM me SYSTEMS and I’ll get you booked straight in.
I'll go first 👇
My client booked a half day to get two funnels built inside Systeme.io.
She already had her sales pages and email copy ready to go -
So I took it from there.
✔️ Emails plugged in and scheduled
✔️ Pages linked and tested
✔️ 2 ManyChat lead capture flows added
✔️ Everything fully connected + delivered same day
She handed it off.
I built it fast, clean, and in a way that’s easy to maintain.
This is what’s possible when your assets are ready and you stop trying to figure it all out yourself.
DM me SYSTEMS if you want your systems off your list and actually done.
📌 Save this post if you’re prepping your funnel - you might be closer than you think.
Today we're talking about C for Content Scheduling 📅
I just got back from two weeks in India visiting family, and you know what? My content posted consistently the entire time without me touching my phone once for business.
That's the power of proper content scheduling.
Here's what changed my approach: I started with Meta Business Center but found myself frustrated that I could only schedule one month out at a time. When you're planning out content in advance for an international trip, that limitation becomes a real problem.
Now I use Metricool and batch my content one week at a time. But here's my favorite feature - if I want to add audio when I'm posting a reel, it emails me the video and caption at the perfect time.
I can schedule months in advance, plan around travel, and know my audience stays engaged even when I'm completely offline.
Real talk: When I was in India, I wasn't thinking about content. I was present with my family, exploring new places, and actually enjoying my vacation. Meanwhile, my business kept running in the background.
That's exactly what automation should do - give you the freedom to live your life without your business falling apart.
I once built a test automation where AI wrote LinkedIn posts based on topics in a spreadsheet and Buffer automatically scheduled them. Completely hands-off content creation and posting. That's the kind of system thinking that makes consistent content actually sustainable.
The result? No stress about maintaining consistency. No scrambling to create something last-minute. No choosing between being present with family and staying active online.
Your content strategy shouldn't require you to be chained to your phone. When scheduling is automated properly, you get to show up for your business AND your life.
Ready to see what D eliminates? Make sure to follow me as you'll want to catch the next one.
Which content scheduler do you prefer? Let me know in the comments 👇
#ABCsOfAutomation #ContentScheduling #Metricool #BusinessAutomation #ContentStrategy #ServiceProviders #AutomationLife #WorkLifeBalance
Just returned from my fifth trip to India, and this time we visited Mysore - the city where we got married.
Driving through those familiar streets again, I was struck by how different our childhood surroundings were. My husband grew up in India, while I was in the US - completely different worlds with different rhythms of life.
Yet somehow, 8 years ago in a coffee shop, we found each other. Two people from worlds apart who just... fit.
During this trip, something clicked for me: I've been a pattern-finder my entire life.
Even as a kid, I was always looking for the connections others missed. The similarities hiding beneath obvious differences. The threads that tie seemingly separate things together.
It's what drew me to my husband despite our different worlds. And it's exactly what I do now when service providers tell me their processes are "too complicated" to automate.
I see the patterns they've been living with so long they've become invisible. I find the connections between their systems they didn't know existed.
Sometimes the most beautiful discoveries happen when you stop focusing on what makes things different and start looking for what makes them the same.
#ServiceProviders #BusinessAutomation #PersonalStory #SystemsThinking #PatternFinding
"I want to automate my entire client journey with behavioral triggers and advanced analytics."
Cool. But can your lead capture form actually send emails without breaking? 😅
Here's the thing: Everyone wants to start with the fancy stuff. The complex workflows, the multi-platform integrations, the AI-powered behavioral sequences.
The result? They build a house of cards that collapses the moment they get busy 💛
I've seen it happen over and over:
→ Client builds an elaborate 15-step automation
→ Basic lead follow-up is still broken
→ They lose 3 potential clients while perfecting their "advanced" system
→ Everything breaks when they try to scale
There's a hierarchy to automation, and it matters 🙌
Foundation first: Lead capture, basic follow-up, payment processing. The boring stuff that directly protects your revenue.
Growth second: Client onboarding, appointment booking, content scheduling. The time-savers that let you focus on what matters.
Advanced last: Complex integrations, behavioral triggers, business intelligence. The optimization layer that makes everything smarter.
Real talk: That "boring" lead follow-up automation that responds instantly when someone fills out your form? It's the difference between 30% and 80% response rates.
But everyone wants to skip straight to the fancier setups.
Build boring first. Scale fancy later.
Your business needs a solid foundation before you can build the penthouse. And trust me - when your foundations are rock solid, the advanced stuff becomes so much more powerful.
Most people need to start at Foundation level, even if they think they're ready for Advanced.
Where are you in the automation hierarchy? Drop a 🟢 for Foundation, 🟡 for Growth, or 🔴 for Advanced!
Be honest - where you are, not where you want to be 😊
#AutomationHierarchy #BusinessAutomation #AutomationStrategy #BusinessSystems #ServiceProviders #AIAutomation #BusinessFoundations #GrowthSystems
I used to spend HOURS scrolling through other automation accounts trying to find content ideas 😅
The problem? I kept seeing the same recycled posts over and over. Everyone was just reposting what everyone else was saying.
Then I realized I was looking in the wrong place entirely 💡
Instead of following my competitors, I started researching what people are actually asking about the tools I work with.
Here's what changed everything: Using AI to dive deep into Reddit and X conversations about ManyChat, Zapier, Make, ClickUp - all the tools my audience is curious about but maybe intimidated by.
The questions people ask are SO much more specific and useful than generic "how to automate your business" content:
→ "Is ManyChat worth it for a small business?"
→ "Why does my Zapier automation keep breaking?"
→ "What's the difference between Make and Zapier?"
→ "Is this ClickUp setup too complicated?"
These are REAL questions from real people. Not manufactured content prompts 🙌
Plus, my secret weapon: I adapt viral formats from completely different niches. That fitness transformation template? Perfect for showing a manual process becoming automated. That cooking hack structure? Amazing for business systems tips. (AI helps me with this adaption too).
Fresh angles that no one else in the automation space is using because they're all copying each other 💛
The result? Content that actually answers what people want to know, using language they actually use.
No more staring at a blank screen wondering what to post.
Want to go beyond content and actually start automating your business? Comment STARTER and I'll send you my AI Starter Guide - 7 days of practical steps to get your first systems running!
#ContentStrategy #AIResearch #BusinessAutomation #ContentCreation #ManyChat #Zapier #Make #OnlineBusiness
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