Systems built in the platform your business actually runs on
Dubsado and Airtable aren’t the only places a good system can live.
Maybe your business runs on GoHighLevel. Maybe your courses live in Kajabi or MemberVault and your emails go out through Drip. Maybe everything is held together with Google Sheets, Forms, and a lot of hope. The platform matters less than the process behind it, and that’s the part most setups skip.
I map how your business runs first, then build the system in the tool that fits. Sometimes that’s the platform you already pay for, set up properly. Sometimes it’s three tools connected so information only gets entered once. And sometimes it’s something built from scratch, because nothing off the shelf does what you need.
Signs you need a custom system
Your business runs on a platform most setup specialists don’t touch
You’re copying the same information between two or three tools by hand
You bought software that was supposed to fix this, and it didn’t
Your team asks you where things are, because the answer lives in your head
You’ve got an idea for how something should work, and no tool does it out of the box
Working at a nonprofit? See nonprofit systems.
Platforms and tools
CRMs and client management
- Dubsado
Custom Dubsado setup, workflow automation, and system design to streamline your client experience.
- Airtable
Airtable system design and automation to organize data, workflows, and backend operations.
- Moxie
Moxie CRM setup and workflow design to manage leads, projects, and client communication.
- HoneyBook
HoneyBook setup and automation built around your inquiry-to-offboarding process.
- GoHighLevel
GoHighLevel pipelines, forms, and automations set up around how you actually sell.
Ops and documentation
- Asana
Asana workflow setup and project organization to manage tasks and document internal processes.
- ClickUp
ClickUp spaces, templates, and views built around the projects you run over and over.
- Notion
Notion workspace design to centralize SOPs, documentation, and operational resources.
- Puzzle.io
Puzzle system setup to document processes and create clear, repeatable workflows for your team.
Automation and integration
- Zapier
Zapier automation to connect your tools and eliminate manual steps across your workflows.
- Google Workspace
Google Workspace system setup to organize data, streamline collaboration, and support daily operations, including Apps Script when Sheets and Forms need to do more.
- Slack
Slack integrations and notifications to keep your team updated and your systems connected.
Client experience
- MemberVault
MemberVault setup and organization to deliver client resources, courses, and content.
- Kajabi
Kajabi course, membership, and offer setup connected to the rest of your client journey.
- Scheduling tools
Scheduling tool setup with tools like Calendly to automate bookings, availability, and client scheduling.
- Forms and intake
Client form design using tools like Fillout and Jotform to capture information and streamline delivery.
Email and marketing
- Drip and Flodesk
Email sequences and segments that pull from your client data, so the right people get the right emails.
And beyond
Plenty of industry-specific platforms built for one niche. Don’t see your tool? I can build in it. Even when a platform is new to me, the mapping and system design work the same way, and you get an expert-level build.
AI, set up to do real work
AI tools are only as useful as the setup behind them.
Most people use AI as a chat window: paste something in, copy something out. Set up properly, AI assistants like Claude and ChatGPT can work inside your actual systems. I set up:
Skills
Written instructions for the tasks you repeat, in your voice and your process, so you aren’t re-explaining yourself every time.
Connectors
Secure connections to the tools you already use, like your CRM, Airtable, Google Drive, or Notion, so AI works from your real data.
Routines
Scheduled and triggered tasks that run on their own, like a weekly report, an inbox triage, or a first-draft follow-up.
Then I document what it does and where its limits are, so your team can trust it and keep it running.
Services
Systems Blueprint Intensive
- A fully mapped workflow built around your business
- A prioritized action plan
- A recording of our session
2 hours + prep
Custom System Build
- A mapping session and a fixed build plan
- The full build in your platform, connected to your tools
- Training, documentation, and 30 days of support
6 to 8 weeks
Tech Stack Consulting
- Process Mapping Session
- Evaluation of up to 5 platforms
- Tech Stack Recommendation Report
3 weeks
Ongoing support
Your business will keep changing after launch. Your system has to change with it.
A custom system isn’t finished the day it goes live. Your team finds new ways to use it, an offer or program changes, an automation breaks because another tool updated. Most builds need someone to maintain them, fix what breaks, and keep improving them as the business grows.
That’s why I offer monthly retainer packages to support you after the build is complete. We’ll talk through what level of support makes sense on your discovery call.
How it works
Map it. We start by mapping how your business runs, where things break, and which tool should own which job.
Scope it. You get a fixed quote and a build plan before anything gets built. No hourly surprises.
Build it. I build and connect the system, then test it against your real client and project flow.
Hand it off. Training and documentation so the system belongs to you and your team.
Right for you?
This is a good fit if:- Your business runs on a platform outside Dubsado and Airtable, or on several at once
- You want someone to decide what goes where, and then build it
- You’re ready to spend a little time mapping your process up front
You want to hand it off and never look at it. A custom system is built around how you work, so you need to be in the mapping session, review the build plan, and test before launch. Without that time, the system ends up built around my best guess about your business.
You aren’t ready to commit to a process. I can help you decide how your business should run, and that’s often where we start. But a system has to be built around decisions that stick. If your offers, pricing, or team roles are still changing every month, we’d settle those before building anything.
You’re shopping for the cheapest build. You’ll get a system designed to last and grow with you, and that takes real time to map, build, and test.
Nobody will own it after launch. Systems need someone keeping an eye on them. If that won’t be you or someone on your team, plan for ongoing support from the start.
See it in action
Builds in the platforms these businesses already ran on.
23 client bases consolidated into one Airtable base with 37 live automations and about $700 a month saved.
732 teen applicants on one master roster in Google Workspace, feeding 37 work site rosters.
Ask Cait Anything!
Do you still build in Moxie?
Yes. I’m a Moxie Partner and build Moxie systems as part of custom work, set up around your client journey the same way I build in Dubsado.
What if I don’t know which platform I need?
Start with Tech Stack Consulting. We figure out what your business needs first, then pick the tools. Sometimes the answer is the one you already pay for.
Can you build something that no platform does out of the box?
Yes. Custom builds are part of what I do. We’ll find out during mapping what it should be and whether it’s worth building.
Why does a custom build start at $3,397?
A full system build takes the same mapping, building, and testing whatever the platform. Multi-tool systems with automations between them are quoted once we know the scope.
How long does a custom build take?
Most custom builds take 6 to 8 weeks from mapping to launch.
Let’s build the system you’ve been wishing for
Dubsado and Airtable aren’t the only places a good system can live.
Systems strategist, operations fixer, and business architect for entrepreneurs who are done tolerating chaos.
Meet Your Not-So-Secret Weapon
I'm Cait - the brains behind businesses that actually scale.
I translate big, messy visions into clear operational infrastructure. The kind that holds revenue, protects your time, and removes the constant mental juggling.
Because your business deserves more than “making it work.”
© 0000 Cait Potter Creative, LLC
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