Client systems and AI for agencies and professional services firms
We get your team, your tools and AI working together, so nothing slips from first inquiry to client delivery.
We lead the setup with your team, so it actually gets used.
Free 30-minute call. You’ll get a one-page Snapshot with your best first step, the same day.
Who we help
Marketing, creative and digital agencies
“Every new client starts a little differently, and the extra asks never get billed.”
The Client Delivery System sets up onboarding, delivery and client requests in ClickUp, so every client starts the same way.
Consulting, coaching, training and other B2B firms
“We pay for the tools, and everything still runs through me.”
The Delivery Workflow builds one kind of engagement end to end, so every client project runs the same way.
Best fit: teams of about 5 to 50 people that run client work in tools like ClickUp or HubSpot. If your business runs on industry-specific software, we’ll tell you honestly on your Clarity Check.
Where things slip
The fix usually isn’t another tool. It’s getting the ones you have to work together, and having someone lead that change so it doesn’t drift back to you.
“Deals go quiet because nobody owned the next step.”
What we fix: Every inquiry is captured, answered fast and followed up until you hear a yes or a no.
“Every new client starts differently, and kickoff waits on logins, files and approvals.”
What we fix: Intake, agreements, files and kickoff happen in order, with information entered once.
“A client asks for one quick tweak, and the extra work never gets billed.”
What we fix: Requests land in one place, and anything outside the agreed scope gets flagged before anyone starts, so it can be quoted.
“Work slips, and nobody knows who’s doing what.”
What we fix: Every project has an owner, a due date and one place to see what needs attention this week.
“Everyone’s using AI differently, and nobody’s sure what client information goes where.”
What we fix: AI teammates with clear jobs, written ground rules, and a person approving what clients see.
“We pay for the tools, and everything still runs through me.”
What we fix: Systems your team actually uses, one internal owner, and documented processes, so the business depends less on you.
How we help
Start where things slip most. Each one opens the details on our Services page.
Every client set up the same way, with owners, due dates and requests in one place.
AI teammates with clear jobs, and hands-on AI training with written ground rules.
Every inquiry captured, answered fast and followed up.
A certified project manager leading your systems and AI projects.
Monthly help, client reports and renewal reminders from someone who knows your setup.
See it in practice
One connected system from signed client to onboarding, delivery and renewal, built in ClickUp.
Documented onboarding and delivery mean your team knows what to do next, and your business depends less on you.
How we build in ClickUp
Demo · built with sample data
Built with sample data, not a client project. See how a signed client becomes an onboarding checklist, active work with owners and dates, and one dashboard that shows what needs you this week.
Practical AI
We set up AI agents inside the tools you already use, often several working together. We call them AI teammates: each one has one job, and a person approves what clients see.
Clients are starting to ask agencies and firms what they’re doing with AI. We help you give a clear answer: approved tools, written ground rules, and respect for clients who don’t allow AI on their work.
Not every step needs an agent. Your Clarity Check shows where AI would help now, later or not at all.
Reads each inquiry and sends it to the right person.
Writes a first reply in your voice, ready for a person to approve.
Turns project notes into a client status update for review.
We build in ClickUp, and connect it to HubSpot and other CRMs, Make, Zapier, Microsoft 365, Google Workspace, QuickBooks, ChatGPT, Claude, and the AI built into these tools. Already on monday.com, Asana or spreadsheets? We’ll move your work into ClickUp.
See how this worksHow it works
You’ll work directly with Sadé Bobb, PMP, who leads every project.
Free · 30 minutes
Talk with Sadé about where clients and time slip, or the help you’re looking for. The same day, you get a one-page Clarity Check Snapshot with your best first step, and it’s yours to keep.
Optional · credited to a build within 30 days
In the Revenue Clarity Session, we work in your own systems, agree one quick fix and set it up for you within days. You also get a 90-day Roadmap you can follow with or without us.
Quoted upfront · you approve any extras
We build what makes the biggest difference, whether that’s a fixed-price build, training or ongoing help, and train your team until they use it. Then we stay with you after launch.
Our adoption promise: If your team isn’t using what we built 30 days after launch, we’ll run another training session at no charge.
Questions and answers
Agencies, consultancies and professional services firms, usually teams of about 5 to 50 people that run client work in tools like ClickUp or HubSpot. We don’t run ads or lead-generation campaigns. We make sure every inquiry turns into a client and every client gets a smooth experience from onboarding to renewal.
Most tools fail because nobody leads the rollout. We build around how your team already works, train the people who do the work and one internal owner, and check back after launch. If your team isn’t using what we built 30 days after launch, we’ll run another training session at no charge.
Maybe not yet. An AI agent is AI that takes steps for you, like sorting a new inquiry and drafting the reply, instead of only answering questions. Agents work best on steps that already run the same way every time; on a messy process, they copy the mess. Your Clarity Check shows where AI would help now, later or not at all. When an agent fits, it gets one job, written ground rules and a person who approves what clients see.
No. We build delivery and project systems in ClickUp, or in the platform your team already uses. Lead follow-up can live in your CRM, like HubSpot. We connect your tools with native automations, Zapier or Make.
Yes. We map how work really moves, then clean up Spaces, statuses, fields and views so your team trusts it again.
Yes. If you have clients who need their systems or AI set up and adopted, we can lead the implementation for you, white-label or co-branded. Email hello@smjbconsulting.com or book a Clarity Check and mention you’re a partner.
Your next step
Free 30-minute call. You’ll get a one-page Snapshot with your best first step, the same day.
Prefer email? hello@smjbconsulting.com