🛠 The “Systems I’d Build First If I Had to Start Over” Stack
- Ian Terry
- Apr 25
- 2 min read
Updated: Apr 29
Because success isn’t built on hustle—it’s 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 I’d do it.
Not with a brand board. Not with 18 different courses. Not with “just post more” marketing advice.
I’d build 5 core systems—and I’d build them well.
These systems protect your energy, attract better clients, automate the boring stuff, and make the business feel like a business.
1️⃣ Lead Capture + Inquiry Flow
Goal: Don’t lose leads. Ever.
Inquiry form embedded on your site
Auto-response email with basic info + next steps
15–30 minute discovery call scheduler
All tracked in a simple Notion CRM or Airtable
🧰 Tools:
✅ Why it matters: Every cold DM or warm referral should hit this system. No manual follow-up = no missed opportunities.
2️⃣ Sales + Booking System
Goal: Close deals fast, clean, and confidently.
Proposal → Contract → Invoice → Payment → Welcome
Templates for each offer
Set pricing, upsells, payment plans
Bonus: add a “Start here” welcome guide
🧰 Tools:
✅ Why it matters: Sales shouldn’t feel messy. Clean flows = faster closes and higher trust.
3️⃣ Client Delivery + Onboarding
Goal: Give every client the same solid experience—even when you’re tired.
One-click welcome email
Onboarding form → assets, goals, logins
Project checklist or shared Notion board
Set communication boundaries & update rhythms
🧰 Tools:
Notion templates
Loom for walkthroughs
Google Drive for file delivery
✅ Why it matters: A smooth process means better results, fewer client questions, and more referrals.
4️⃣ Content + Marketing Engine
Goal: 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
🧰 Tools:
✅ Why it matters: You stay top-of-mind without burning out on content.
5️⃣ Admin + Money Tracking
Goal: Know your numbers. Keep it simple. Don’t drown in paperwork.
Income & expense tracker (monthly update)
Track leads-to-sales conversion
SOP library (for when you hire help)
File naming system + backups
🧰 Tools:
✅ Why it matters: Clarity = confidence. You can’t scale chaos.
🧠 Final Thought:
The difference between a hobby and a business? Systems.
Not just fancy tools—but repeatable, documented processes that save your time, your brain, and your energy.
Build these five—and you’ll build a business that runs even when you don’t feel like it.
📁 Coming Soon: The “Back-End in a Box” Starter Kit – Plug-and-play templates for offers, onboarding, content batching, and solo biz systems that don’t suck.