đ The âSystems Iâd Build First If I Had to Start Overâ Stack
- Ian Terry
- Apr 25
- 2 min read
Updated: Apr 29
Because success isnât built on hustleâitâs built on systems that run while you rest.
If I had to scrap everything tomorrow and rebuild my solo business from the ground up, this is exactly how Iâd do it.
Not with a brand board. Not with 18 different courses. Not with âjust post moreâ marketing advice.
Iâd build 5 core systemsâand Iâd build them well.
These systems protect your energy, attract better clients, automate the boring stuff, and make the business feel like a business.
1ïžâŁ Lead Capture + Inquiry Flow
Goal:Â Donât lose leads. Ever.
Inquiry form embedded on your site
Auto-response email with basic info + next steps
15â30 minute discovery call scheduler
All tracked in a simple Notion CRM or Airtable
đ§° Tools:
â Why it matters:Â Every cold DM or warm referral should hit this system. No manual follow-up = no missed opportunities.
2ïžâŁ Sales + Booking System
Goal:Â Close deals fast, clean, and confidently.
Proposal â Contract â Invoice â Payment â Welcome
Templates for each offer
Set pricing, upsells, payment plans
Bonus: add a âStart hereâ welcome guide
đ§° Tools:
â Why it matters:Â Sales shouldnât feel messy. Clean flows = faster closes and higher trust.
3ïžâŁ Client Delivery + Onboarding
Goal:Â Give every client the same solid experienceâeven when youâre tired.
One-click welcome email
Onboarding form â assets, goals, logins
Project checklist or shared Notion board
Set communication boundaries & update rhythms
đ§° Tools:
Notion templates
Loom for walkthroughs
Google Drive for file delivery
â Why it matters:Â A smooth process means better results, fewer client questions, and more referrals.
4ïžâŁ Content + Marketing Engine
Goal:Â Stay visible without living on your phone.
3 content buckets (tips, proof, behind-the-scenes)
1 day/month to batch-create
Repurpose: turn blog posts into carousels, emails, or reels
Use a scheduler so it posts for you
đ§° Tools:
â Why it matters: You stay top-of-mind without burning out on content.
5ïžâŁ Admin + Money Tracking
Goal:Â Know your numbers. Keep it simple. Donât drown in paperwork.
Income & expense tracker (monthly update)
Track leads-to-sales conversion
SOP library (for when you hire help)
File naming system + backups
đ§° Tools:
â Why it matters:Â Clarity = confidence. You canât scale chaos.
đ§ Final Thought:
The difference between a hobby and a business? Systems.
Not just fancy toolsâbut repeatable, documented processes that save your time, your brain, and your energy.
Build these fiveâand youâll build a business that runs even when you donât feel like it.
đ Coming Soon:Â The âBack-End in a Boxâ Starter Kit â Plug-and-play templates for offers, onboarding, content batching, and solo biz systems that donât suck.
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