10 Powerful Ways to Use a Custom GPT in Your Business
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St Albans, England
rachel@virtualrani.com
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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
Most business owners don’t realise what’s actually possible with automation.
They think automation means basic time-savers.
But done right, it’s what gives you full control over your client experience, your admin, your follow-up, and your growth.
And that’s exactly what this post breaks down.
Inside the carousel, I’ve mapped out strategic Zapier workflows I build for my clients that:
✔️ Follow up with leads before they go cold
✔️ Keep key info flowing between tools without manual copy/paste
✔️ Track what’s working (and what’s falling through the cracks) in real time
✔️ Help you scale without losing visibility
Not “set it and forget it.”
Just smart, intentional automation that supports how you actually work.
⚡ Save this post to come back to as you grow
📩 DM me “SYSTEMS” if you’re ready to finally hand this off and let me build the systems your business deserves.
Welcome back to ABCs of Automation! Today we're tackling B for Billing 💰
Confession: I used to think billing automation was just "send invoice, get paid."
Then I met clients working internationally and realized the REAL nightmare isn't just chasing payments - it's the currency conversion chaos that happens behind the scenes 😅
Picture this:
→ Payments in USD, EUR, and BRL scattered across multiple platforms
→ Two foreign bank accounts with no integration
→ Xero transactions AND payments (yes, they're different things)
→ Your accountant crying into their spreadsheets every month
That foundation client I mentioned? They went from financial data living in 5 different places to everything flowing automatically into one consolidated view. Currency conversions included.
Their accountant literally smiled during our next meeting 🙌
But here's my favorite part: automated payment reminders that don't make you the bad guy.
One client told me she's so grateful Kajabi handles those follow-ups because when it comes from the platform instead of directly from her as their coach, "it feels less like a personal attack and more like a professional system."
No more awkward "just following up on that invoice" messages 💛
Every missed or delayed payment is money you've already earned just sitting somewhere in digital limbo. Good billing automation not only saves time - it protects your revenue.
I work with Stripe, Kajabi Payments, Xero, and Quaderno depending on what my clients need.
There's always a way to connect the dots, no matter how complex the puzzle gets 🎉
Ready to never miss money again? Drop a 💰 below!
Can you guess what tedious business process C is going to eliminate?
#ABCsOfAutomation #BillingAutomation #InternationalPayments #BusinessAutomation #Stripe #Kajabi #ServiceProviders #AIAutomation #BusinessSystems
What actually happens when you hire me to build your systems?
Here’s the truth:
You don’t need to map everything out in advance.
You don’t need to write a list of 15 zaps.
You don’t need to have the “perfect” workflow in your head.
You just need:
✅ Your tools in place
✅ Clarity on what you want automated
✅ And a day booked in my calendar
From there, here’s what happens:
→ You fill out a short intake form
→ We kick off with a call on your build day
→ You give me access to everything
→ I build your automations while you get on with your day
→ Within 24 hours, you get a recorded walkthrough showing exactly how everything works
That’s it.
No endless back-and-forth.
No wondering what you’re paying for.
Just a smooth, strategic handoff so you can finally cross that task off your mental checklist.
DM me SYSTEMS if you’re ready.
Or save this post so you know what to expect when the time comes.
My client needed a better way to track event attendance 💛
The challenge: They were using RSVPs as a proxy for actual attendance, but we all know those numbers don't always match reality 😅
Here's what was happening:
→ 50 people RSVP "yes"
→ 25 people actually show up
→ Follow-up efforts focused on everyone who said they'd come
→ Hard to identify their most engaged community members
So I built them a complete event management system in Zoho CRM that tracks real engagement and captures valuable attendee information.
The transformation? At their first event with the new system, they collected detailed contact information from 25 people who actually attended. Instagram handles, LinkedIn profiles, phone numbers - data they would have never captured before.
Now they can:
✅ Follow up with people who were actually there
✅ See every event each contact has attended
✅ Build relationships with their most engaged community members
✅ Make decisions based on real attendance data
This is true relationship intelligence 🙌
Your most valuable contacts are the ones who show up, not the ones who say they will. When you can identify and nurture those relationships, everything changes.
The technical build was all Zoho CRM + Zoho Forms with Google Sheets integration. QR codes for check-in, automatic data sync, clean reporting - the whole system runs itself while staff focus on the actual event.
Real data. Better relationships.
Does your business run events? What's your biggest challenge with tracking who actually shows up? Drop it below - I love solving these kinds of puzzles! 😊
#EventManagement #ZohoCRM #BusinessAutomation #EventTech #ClientSuccess #RelationshipIntelligence #BusinessSystems #EventPlanning
"You're being obsessive about those automations."
Yeah, and? 😅
Here's the thing: I literally cannot stop myself from going back and optimizing systems - even when they're already working.
Last week I spent 2 hours tweaking a Zoho workflow that was already saving my client 5 hours per week. Why? Because I realized I could make it save them 6 hours instead 💛
People think this level of intentionality is excessive, but here's what they don't see:
Perfectly optimized systems = actual freedom
When everything runs flawlessly in the background, my clients can focus on their mission (this foundation is changing lives daily), and I get to live my life outside of work 🙌
→ Travel without checking my phone every 5 minutes
→ Spend real quality time with family
→ Meet up with friends without "just quickly checking something"
→ Play video games guilt-free (currently obsessed with Assassin's Creed🏴☠️)
The automations I showed you? They're all still getting tweaked. Because good enough isn't good enough when you know it could be better.
Most people set up automation once and walk away. But that's like buying a car and never changing the oil. It works... until it doesn't.
I go back. I optimize. I test scenarios they'll probably never encounter. I make sure nothing breaks when they scale.
Pro tip from someone who learned the hard way: Test everything. Even the "simple" stuff. I once had a basic form integration fail because of one tiny webhook setting I assumed was fine. Two hours of troubleshooting later... lesson learned 😊
What automation would you want me to obsess over for your business? Drop it in the comments - I might just build it in my next video!
#BusinessAutomation #ZohoCRM #AIAutomation #SystemsOptimization #PerfectionistLife #AutomationExpert #BusinessSystems #WorkLifeBalance
This is what happens when you solve the exact problem that was keeping your client awake at 2am 💛
Here's the backstory: My client was transitioning from Sole Trader to Limited Company - which meant her "good enough" systems suddenly weren't good enough anymore.
Her accountant needed to see full contract values at the point of sale, but her Kajabi-Xero integration was only showing monthly payment amounts.
The gap: → Kajabi receipt: £297/month
→ What accountant needed: £3,564 total contract value
She'd researched, asked in groups, tried everything. The integration existed but wasn't doing what she actually needed 😅
That's where I came in 🙌
I built her a system where every Kajabi payment plan purchase automatically creates an invoice in Xero with the full contract value. Her accountant gets exactly what they need, and she touches absolutely nothing.
The result? That message above, plus the peace of mind that comes with systems that actually work for your business.
Here's what this is really about: It's not just invoice automation. It's the confidence to scale without your everything falling apart. It's sleeping better knowing your growth won't break your systems.
Your business success shouldn't create more stress - it should create more freedom.
When your systems can handle your growth, everything changes. You stop firefighting and start focusing on what you actually love doing.
Is your business growing faster than your systems can handle? That stress isn't sustainable and it's not necessary 😊
DM me SYSTEMS and let's solve what's keeping you up at night ✨
#ClientSuccess #BusinessAutomation #KajabiXero #SystemsThatScale #BusinessGrowth #AutomationSuccess #ServiceProviders #BusinessSystems #AIAutomation
Welcome to my ABCs of Automation series! 🎉
Starting with A for Appointment Booking because honestly, if you're still manually sending Zoom links and chasing payments for consultations, we need to talk 😅
Here's what blew my mind when I first automated this:
The ENTIRE client journey - from booking to payment to folder creation - happens without me touching anything. While I'm sleeping, traveling, or deep in client work, new appointments are setting themselves up perfectly 💛
What happens automatically:
→ Instant confirmation email (no "let me get back to you")
→ Video links generated and added to calendars
→ Client info flows to CRM automatically
→ Stripe processes consultation payments
→ Google Drive folder created for new client files
Zero manual work. Zero forgotten steps. Zero awkward money conversations.
I use TidyCal because that one-time fee is chef's kiss, but I've set up Calendly systems for clients too. Either way, the integrations are powerful 🙌
Your booking process is often the first impression potential clients get of how you run your business. Manual chaos doesn't exactly scream "professional systems expert" 🫤
This is exactly the kind of automation I build for service providers who want to look polished without the behind-the-scenes stress.
Can't wait to show you what B brings to the automation party! Any guesses what business process we're tackling next? 😊
Drop a 📅 if you're ready to automate your appointment booking!
#ABCsOfAutomation #AppointmentBooking #BusinessAutomation #TidyCal #Calendly #ServiceProviders #AIAutomation #BusinessSystems #OnlineBusiness
I’m a girl’s girl.
Which means: if you’re my client, your business gets protected like it’s mine.
It’s not just “let’s build a cute AI assistant” or “here’s a cool automation.”
It’s how do we do this safely, smartly, and in a way that holds your reputation, your IP, and your clients with integrity?
When I build AI assistants?
I put frameworks in place that safeguard your voice and protect your knowledge base.
When I work with a new platform?
I read the privacy terms so you don’t have to and flag any gaps.
Just last month, I found one tool that didn’t have a clear data protection policy.
My client had no idea but now, she’s taking it to her legal team to cover herself.
That’s not “extra.”
That’s what it means to hire someone who gets the weight of your work and who treats your systems with the care they deserve.
You should never have to choose between innovation and protection.
→ With me? You get both. Every time.
DM me SYSTEMS if you’re building AI or automation into your business and want to do it strategically + securely.
I’ve got you. Always.
Here's what's actually working for my clients in 2025 💛
But first save this for when you want to remember these 3 game-changing tools ✨
Everyone's talking about the latest AI chatbots and flashy automation tools, but the real game-changers are the practical workhorses quietly eliminating those tedious tasks you keep putting off 😅
Take my bank statement client: She was manually extracting data for hours every week. Now Parseur does it instantly while she focuses on actual revenue work.
Or my events client: In 2.5 weeks, she's added 24 events to her website that she would have skipped because she "didn't have time." Her reaction when she first tried it? "Omg wow! It works like magic! 🤩"
And my custom GPT client? She's so confident in her AI that she gives her own clients access to it. Her exact words: "I've tested it side by side with ChatGPT and mine is cleaner, sharper, and exactly what I need."
Here's what I've learned after building hundreds of automations: The best AI tools aren't the ones everyone's talking about. They're the ones quietly solving your specific problems 🙌
You don't need the latest shiny AI toy. You need AI that actually integrates with your existing systems and works reliably day after day.
That's exactly what I build for my clients - complete systems that work seamlessly together 🤝
The result? AI that feels like magic but works like clockwork.
What AI tools are you curious about? Drop them in the comments - I love discovering new solutions and might feature them in my next post! 😊
#AITools #BusinessAutomation #Parseur #Apify #CustomGPTs #AIAutomation #ServiceProviders #BusinessSystems #WorkSmarter
"Is it possible to automate this, or is it too complicated?"
I get this question at least 3 times a week 😅
Most business owners think automation is this big, scary, technical thing that requires a computer science degree.
Plot twist: It's absolutely not 💛
The tools exist. The free tiers are generous. The connections between your existing apps? Already built and waiting for you.
What's actually complicated is doing everything manually.
Think about it:
🔸 Remembering to follow up with every lead
🔸 Manually sending contracts and invoices
🔸 Copy-pasting the same responses over and over
🔸 Trying to post content while you're with clients
🔸 Keeping track of tasks in your head
THAT'S the complicated part. Automation just... removes all of that.
Of course, it takes time to set up properly. I absolutely wish someone had told me that upfront instead of me thinking I was doing something wrong 🙌
You don't need to become a tech expert. You just need the right workflows set up the right way.
That's exactly why I put together my 5 Workflows guide - it's the exact automations I set up for every single client, no matter what industry they're in.
Because here's what I've learned after setting up 1000+ automations: there are 5 core workflows every service business needs, and once you have those running, everything else gets so much easier 😊
Ready to stop doing everything manually? Comment WORKFLOW and I'll send you the complete guide!
#AIAutomation #BusinessAutomation #ServiceProviders #Make #Workflows #BusinessSystems #OnlineBusiness #WorkSmarter
200 tasks. Zero effort.
All from ONE automation I built in a single day. ⚡
Most coaches + service providers already have the data they need.
But it’s stuck in booking forms, inboxes, or spreadsheets... never making it into the CRM where it actually matters.
That was her problem.
Every booking collected gold (email, LinkedIn, org, interests)…
But none of it ever synced automatically.
One day. One automation.
Now it’s happened almost 200 times without anyone lifting a finger.
👉 That’s the power of a Full Day Build.
Custom automations, built for your business, that save you hours every single week.
If you’re ready to stop babysitting your business, DM me SYSTEMS and let’s book your day.
"I'll automate when I have more time."
I hear this at least once a week, and honestly? It breaks my heart a little 😅
Because you'll NEVER have more time until you automate. That's literally the whole point 💛
The waiting game is costing you:
→ Hours of manual follow-ups every week
→ Stress about forgetting to send contracts
→ Endless back-and-forth scheduling emails
→ Panic posting because you forgot to schedule content
→ Mental exhaustion from keeping everything in your head
Spoiler alert: thing will never calm down. They just get busier 🙌
That's exactly why I created this guide. These 5 workflows aren't just nice-to-haves - they're the foundation every service business needs to actually scale without burning out.
I had a client recently tell me she was worried she'd waited too long to bring me in. But here's what I told her: It's never too late.
Your business IS big enough for automation right now. Even if you have 3 clients. Even if you're just getting started. Especially if you're just getting started.
Because the systems you build today will support you at every level of growth.
Stop waiting for someday. Someday is today.
Ready to finally automate those 5 core workflows? Comment WORKFLOW and I'll send you the complete guide - free, actionable, and designed to get you started this week.
What's the one thing you keep saying you'll automate "when you have time"? I bet it's in this guide 😊
#BusinessAutomation #Workflows #ServiceProviders #AIAutomation #BusinessSystems #OnlineBusiness #WorkSmarter #BusinessOwner
Plot twist: I'm posting this while I'm literally in India visiting family 💛
And absolutely ZERO stress about my business content because Metricool has me covered 🙌
When I first started my AI automation business, I was SO overwhelmed by all the tool options. Like, paralyzed-by-choice overwhelmed 😅
I'd scroll through Facebook groups seeing everyone recommend different things and think "HOW do I even choose?!"
Then I learned about ManyChat in one of those groups and it was a total game-changer. Of course, that led me down the rabbit hole of finding the other tools that actually work together.
Now? These 5 tools (in the carousel above👆) keep everything running smoothly.
The best part is when service providers come to me saying "I know this could be better but I'm not sure how" and I can show them it's pretty simple to set up systems that actually work.
Real talk: Most of my clients have already tried setting something up themselves and found it way more complicated than expected. Sound familiar? 💛
That's exactly why I love these tools - they're powerful but not overcomplicated.
Currently stress-testing this theory by being 7,000 miles away from my business for 2 weeks 😊 (The prep was stressing me out more than being away, honestly!)
Your turn: What's the one business task you wish could just... happen automatically? Drop it in the comments 👇
P.S. No affiliate links here - just real recommendations from someone who's been in the "too many options" overwhelm 🎉
#AIAutomation #BusinessSystems #ServiceProviders #BusinessTools #WorkSmarter #Automation #OnlineBusiness #BusinessOwner
Your leads aren’t ghosting you.
You’re ghosting them. 👻
Here’s how it happens:
➡️ A form gets filled out → no one follows up
➡️ A lead shows interest → never added to your CRM or list
➡️ A call gets booked → no reminder, no-show
Zapier fixes all of this in minutes.
⚡ Instant follow-ups
⚡ Automatic lead capture
⚡ Zero ghosting with reminders
You don’t need more leads.
You need to stop losing the ones already in your pipeline.
✨ Save this so you never forget these 3 automations.
And if you want them built for you in a single day → DM me SYSTEMS.
That TikTok about Make literally changed my business trajectory 🤯
Before that moment, I was doing EVERYTHING manually. Client inquiries? Manual replies.
Follow-ups? I had to remember to do them. Sending resources? Copy, paste, repeat.
I was honestly terrified that if I stopped working, my business would crumble 😅
The crazy part? I thought that was just how you had to run a business.
Then I saw what was actually possible with automation, and it completely opened my mind to a different way of working 💛
Here's what I learned: You don't need to automate everything at once. Start with one thing - like your Instagram DM responses - and build from there.
ManyChat has been a game-changer for my clients. Instead of manually replying to every comment and DM, their audience gets instant value while they focus on the bigger picture 🙌
Of course, these systems aren't "set it and forget it" - as your business grows, you optimize and improve them. But having that foundation? Absolutely life-changing.
If you're still manually handling inquiries, you're working way harder than you need to.
Your time is better spent serving clients, not copy-pasting the same responses over and over.
Ready to stop doing everything manually? Comment SYSTEMS and I'll send you details about my half-day ManyChat build. Let's get your weekends back 😊
#AIAutomation #ManyChat #BusinessAutomation #ServiceProviders #OnlineBusiness #BusinessSystems #Automation #WorkSmarter
You're going to want to save this post - it’ll come in handy when you’re ready to get your systems acting right.
So... Zapier? Make? N8N?
Most business owners waste months (and $$$) trying to figure out which automation platform they should be using.
The truth is you need to choose the one that:
✔ Matches your current stage
✔ Handles the workflows you actually need
✔ Won’t break (or break the bank) in two weeks
Quick guide:
Zapier = simple, reliable, expensive at scale
Make = visual, affordable, handles complexity
N8N = open-source, flexible, but technical
There’s no “best” platform. Only the best one for your team, skills, and growth goals.
✨ If you want to skip trial + error and know exactly which platform to use in your business, comment BLUEPRINT and I’ll help you map it out.
A day in my life running an AI automation business 💛
7:30am: Morning walk with my husband (we try for twice a week!)
8:45am: Coffee time ☕ (still figuring out how to make decent iced coffee at home 😅)
9:00am: Laptop open, work mode ON
11:00am: Filming content
6:00pm: Pick up my 3-year-old from nursery
9:00pm: Assassin's Creed: Black Flag because I'm apparently a pirate at heart 🏴☠️
Here's what you don't see: me checking emails during dinner, answering client messages at bedtime, or working on weekends.
That's the power of automation 🙌
When your business systems work FOR you instead of against you, you can actually close the laptop at 5:45pm and be fully present with your family.
No guilt. No FOMO. No "just one quick email" that turns into an hour of work.
Of course, it took time to set up these systems. But now? My business runs smoothly during work hours, and my evenings and weekends belong to the people I love most 💛
Most service providers I work with are exhausted from being "always on." They think that's just part of being a business owner.
It's absolutely not.
Your business should support your life, not consume it 💛
What's one thing you wish you could automate so you could be more present with your family?
Drop it below 👇
#AIAutomation #WorkLifeBalance #MomEntrepreneur #BusinessAutomation #ServiceProviders #OnlineBusiness #BusinessOwner #Automation
I don’t just build systems for business… I’ve systemised my life too 🤓
✔ Shared family calendar (so if my husband asks what we’re doing, the answer is always: “did you check the calendar?”)
✔ Amazon subscriptions for toilet paper + paper towels (never running out = underrated joy)
✔ Laundry pick-up every 2 weeks (because folding is NOT my ministry)
✔ Chia seed pudding batches (because morning-me has zero patience)
✔ All birthdays + gift ideas stored so I don’t panic-shop on Christmas Eve
Here’s the thing:
Systems aren’t just for work.
They’re how you save your brain space, your sanity, and your weekends.
✨ And if they work this well for life?
Imagine what they’ll do in your business.
Tag the person who needs a shared family calendar ASAP 📅👇
I was drowning.
Content creation, social media engagement, learning new skills, client work... all while home with my toddler.
I felt like I was fighting to get everything done, every single day.
Then I saw this TikTok about Make.
I don't even remember what the automation was, but I remember my exact thought: "THIS is what I want to do."
My first client project? Building her an email funnel that actually sold while she slept.
She'd been manually emailing her list every week, but now she had a system working FOR her instead of her working for the system.
The relief in her voice when she realized it was selling without her... that's when I knew I'd found my thing.
Now I watch this same transformation happen over and over.
Clients come to me treading water, trying to keep up with everything manually.
I build them ONE automated process.
Suddenly they have breathing room they forgot was possible.
Your business doesn't need you micromanaging every single step. Most of it can happen while you're actually living your life.
Ready to stop fighting for time and start having systems work for you?
Comment WORKFLOW and I'll send you my free guide: "5 Workflows Every Business Needs"
#automation #overwhelm #workingmom #businessautomation #systemsoptimization #makecom #entrepreneurs #smallbusinessowner #productivity #worksmarter #mompreneur
She was drowning in data.
Every booking form collected gold: email, LinkedIn, org, interests…
But none of it made it into her CRM unless someone manually copied it over.
Spoiler: no one had time for that.
So I built an automation that:
⚡ Creates/updates the contact in Zoho CRM
⚡ Signs them up for the newsletter + fires a welcome email
⚡ Finds/creates the Organisation + links it
⚡ Logs every booking inside the contact record
Since May, it’s run almost 200 times.
That’s 200 manual updates she *didn’t* have to do.
200 times her CRM stayed accurate without anyone babysitting it.
And that’s just ONE process.
Now imagine 5 of them running in the background of your business.
That’s what I break down inside my free guide:
✨ 5 Workflows Every Business Needs to Automate ✨
Comment WORKFLOW and I’ll send it straight to you.
Had someone tell me yesterday their business was "too complicated" to automate 😂
Plot twist: I literally just finished automating a non-profit that had financial data scattered across three countries, multiple banks, Xero, AND Stripe... with custom exchange rate calculations.
If I can make THAT talk to each other, your "complicated" setup is just Tuesday for me.
The truth? The messier your systems, the bigger the win when I connect them.
Stop protecting your manual processes like they're precious. They're just wasting your time.
Your chaos = My specialty
Your headache = My Monday morning coffee
Ready to see what "impossible" looks like when it's actually working? DM me SYSTEMS and let's get started.
#automation #systemsoptimization #businessautomation #makecom #zoho #productivity #entrepreneurs #smallbusinessowner #timeismoney #worksmarter
IS THIS YOU? 🥴
It’s Saturday night and instead of a glass of wine, you’re reconciling invoices.
Here's the truth:
If a process is stealing your weekends then it’s the first one you should automate.
For my clients, that usually looks like:
✔ Invoices auto-synced with their CRM
✔ Payment confirmations updating across every system
✔ Follow-ups triggered automatically (no chasing, no stress)
One build = free weekends.
And trust me… it hits different when your business runs while you don’t.
⚡ Ready to start? Drop me a DM with BLUEPRINT and I’ll outline all the processes to fix for your business.
Most people see me sharing about systems, automation, and AI.
What they don’t see is the story behind why I do this work.
4 years ago I moved abroad. In the first two years, I became a mother, got seriously ill, nearly lost my housing, and watched my family grieve devastating loss. I missed 17 days of work in 3 months. Management’s solution? More pressure, less flexibility.
It was the darkest season of my life.
And it’s also when I decided: never again.
I bought a domain. I studied at night. I worked from my bed. Virtual Rani was born.
What started as vague “marketing help” turned into what I truly love: connecting systems, building automations, and creating simple, strategic fixes that give business owners relief.
Today, my business supports my family. My daughter is in nursery. My husband has breathing room. And I get to wake up every day knowing this:
👉 No woman should be worked to death trying to keep her business afloat.
👉 There is a better way - you just don’t have the time to figure it out.
👉 That’s where I come in.
💛 If you’ve ever had to start over, I see you. Drop a 🌍 in the comments. I’d love to know your story too.
"But won't automation make my business cold and robotic?" 🤖
This comes up constantly with ambitious entrepreneurs who know there's a smarter way to run their business.
Here's the truth: good automation makes your business MORE human, not less.
When you're not stuck doing repetitive tasks, you can actually focus on serving your clients better. When your systems handle the boring stuff, you get to do the creative work that lights you up.
My client S used to spend 2 hours every Monday manually following up with leads. Now? Her system does it perfectly while she's having coffee with her kids before school.
The result? Better client experience AND she's present for the moments that matter.
Automation isn't about replacing the human touch - it's about freeing you up to be more human where it counts.
What's one task you do every week that makes you think "there HAS to be a better way"? 👇
PS I let Descript pick the images for this reel. How did it do?
(I think the nonsensical comics are pretty funny)
#businessautomation #automateyourbusiness #aiagents
Sometimes a single message validates everything you do 🙌
My client went from spending hours manually copying event details to dropping a URL and watching magic happen in 2 minutes.
Make + Apify + Wix = One very happy (and productive) marketing manager.
What repetitive task is slowly killing your soul? Let's automate it.
#automation #nocode #make #apify #clientsuccess #productivity
Here’s the uncomfortable truth 👇
Every hour you or your VA spend copy-pasting, updating spreadsheets, or manually following up with clients… is money leaking straight out of your business.
The business owners stacking daily sales, stress-free systems, and free weekends aren’t working harder... they’re automating smarter.
Ready to fire the busywork? Drop me a DM with “SYSTEMS” and I’ll show you what this looks like in your business.
Four years ago, I thought moving from NYC to the UK would be like a rom-com montage - cute accents, weekend European getaways, and me gracefully navigating cobblestone streets with a coffee in hand ☕
Plot twist: I was pregnant, had no idea how the NHS worked, and spent my first week Googling British toilet paper brands like my life depended on it 😅
But here's what I've learned - the messy, unglamorous parts of expat life? They're actually where the real growth happens. Where you discover you're stronger than you thought. Where you build a business from scratch because life didn't go according to plan.
Moving abroad isn't Instagram vs reality - it's both, all mixed up together. The stunning moments AND the overwhelming ones. The connections AND the loneliness. The adventure AND the admin nightmares.
And honestly? I wouldn't trade any of it. Even the toilet paper research 🧻
If you're thinking about making a big move (or already in the thick of it), know that everyone feels lost at the beginning. The magic happens when you stop fighting the mess and start embracing it.
What's one thing you wish someone had told you before a big life change? 👇
Your team isn’t inefficient.
Your systems are disconnected.
Most small businesses are juggling 9+ tools daily.
But when they don’t integrate?
→ Data gets duplicated
→ Leads get lost
→ Clients repeat themselves
→ Revenue quietly slips through the cracks
And the worst part?
It all feels “manageable”... until it isn’t.
This post breaks down the 10 hidden costs of disconnected systems
(and what to fix before you hire, rebuild, or switch platforms).
Comment HIDDEN COST and I’ll DM you the blog
Or send me a quick message if you want to audit your own setup
Okay, real talk - I used to spend my entire Sunday doing the most mind-numbing tasks 😩
Like literally sitting there copying and pasting data for HOURS. Typing the same emails over and over. Creating reports that nobody even reads.
But then I discovered tools like these and everything changed.
Here are the ones I showed in the video:
🔸Parseur - reads documents so you don't have to
🔸Metricool - posts your content when you're deep in client work (or enjoying a coffee break!)
🔸Mailchimp - tons of templates to choose from
🔸Google Analytics - tells you exactly what's working
🔸Make - connects all your apps so they talk to each other
🔸HubSpot - finds your best leads automatically
🔸Kajabi - nurtures customers without you lifting a finger
🔸Excelmatic - makes reports in real-time
🔸Google Workspace - keeps everything synced
Now look - these aren't the only tools out there. But they're the ones I actually use and love.
The crazy part? I went from working weekends to having my evenings back. My business runs smoother, and I'm way less stressed.
If you're still doing stuff like this manually, you're just making life harder than it needs to be. Trust me on this one.
What task are you most tired of doing? Let's fix it 💪
#automation #lifehacks #worklifebalance #productivity #smallbusiness
"I love the way your brain works."
That's what my client said when I solved her "impossible" CRM challenge.
She wanted default images for contacts without photos. Simple concept, but the platform had no obvious solution.
While others said "it can't be done," I found the cleanest workaround that made it happen seamlessly.
This is what I do best: find solutions when others are stuck looking for the "right" button.
I design backend systems that think strategically, not just function technically. Real automation is about precision, not adding more platforms.
If you're constantly thinking:
→ "There must be a better way..."
→ "Why won't this platform just work?"
→ "I need solutions, not more tools"
That's exactly what I solve.
I build custom automations and smart backend systems that think like you do, with the focus and efficiency you'd have with 10 extra hours and zero distractions.
Ready to stop wrestling with your systems?
DM me SYSTEMS to book your custom build day or multi-day project.
Let's make your tech stack work as smart as you are.
You didn’t become a coach to chase invoices, send reminders, or manually follow up after every session.
Your magic is in the transformation you create, not in the admin that slows you down.
Here are 4 automations I build for coaches that give them more freedom (and keep clients raving about their experience):
1️⃣ Client process check-ins: Keep momentum high between sessions without lifting a finger.
2️⃣ Automated scheduling & reminders: No more back-and-forth emails or no-shows.
3️⃣ Post-session notes delivery: Clients get instant clarity, you stay top-of-mind.
4️⃣ Testimonial collection: Capture glowing reviews while the transformation is fresh.
When your admin runs on autopilot, you can coach more, earn more, and stress less.
Comment WORKFLOW and I’ll send you my free guide: 5 Workflows Every Business Needs to Automate
“I’ll fix it when I have more time.”
That sentence is costing you so much energy every week.
You’re running a growing business.
Clients are happy.
Sales are solid.
But the behind-the-scenes systems?
Still running on memory, manual updates, and too many Slack reminders.
Here’s the truth most founders miss:
You don’t need more hours.
You need the systems you already use to stop stealing them.
Real examples I’ve built with AI tools that have a free tier:
✅ Parseur → reads PDFs (invoices, forms, events) → auto-logs info in your CRM or PM tool
✅ Apify → scrapes lead data from websites → sends it straight to your list, CRM, or task flow
✅ Relay.app → watches your inbox → triggers docs, CRM updates, and task assignments on autopilot
No prompts.
No extra platforms.
No mental load.
You don’t need to "learn AI."
You need your operations to think like you and run without you.
DM me SYSTEMS and I’ll show you how to automate it without adding a single extra task to your to-do list.
You don’t need to create more content.
You need a smarter way to reuse what you’ve already built.
✅ The emails you’ve written
✅ The trainings you’ve delivered
✅ The responses you’ve typed 100+ times
You’re sitting on an entire library of value.
What if AI could take that and…
→ Answer DMs
→ Pre-qualify leads
→ Support your team
→ Draft content that actually sounds like you
That’s what a Custom GPT does.
And if you’re not using one yet, you’re leaving time, energy, and conversions on the table.
Want to see what’s possible?
Get my free guide: 10 Powerful Ways to Use a Custom GPT in Your Business
Comment "10 WAYS" and I’ll send it straight to you.
“You need to learn prompts.”
“You need to be in ChatGPT daily.”
“You need to spend hours setting up AI.”
No, you don’t.
This is how you get AI to do your backend admin without opening ChatGPT or trying ANOTHER prompt.
Real examples I’ve used for clients (connected with tools they already had):
🔸Parseur: AI that reads PDFs (like invoices, intake forms, bookings) and then instantly updates Google Sheets or CRMs.
🔸Apify: AI that gets info from websites for leads/listings/bios and sends it straight to your systems for follow-up AKA lead gen on autopilot.
🔸Relay.app: AI that handles workflows like watching for key emails and then triggers doc creation, CRM updates, and task assignments automatically. It's like hiring a project manager with zero salary.
All automated.
All costing £0 extra.
AI doesn’t need to be complicated.
It just needs to be strategic.
DM me SYSTEMS and I’ll show you what’s possible inside your business.
You don’t need more workflows.
You need the right ones.
Just because something is automated doesn’t mean it’s working.
If your systems feel clunky, confusing, or disconnected, chances are they were built in pieces.
A good workflow should be:
✔️ Strategic
✔️ Connected
✔️ Invisible
✔️ Built with your next level in mind
If that’s not how your systems feel right now?
Book The AI Blueprint
In one session, we’ll walk through your systems together, identify the gaps, and define exactly what to automate next - based on how your business actually works.
DM me BLUEPRINT and I’ll send you the details.
“Automation is expensive.”
Not always.
Here are 3 real automations I’ve built for clients that cost them zero extra beyond what they were already paying for their existing tools:
1️⃣ Zapier → Kajabi form submissions automatically sent to Google Sheets so she can follow up instantly with no extra clicks.
2️⃣ Make → Google Sheets updated automatically when tasks are updated in ClickUp, which means no manual copy/paste, no missed updates.
3️⃣ Make + AI → Gmail watches for a specific email → AI extracts the important info → Updates a Google Sheet → Sends it straight to Zoho CRM… all while she’s working on revenue-generating tasks.
Automation doesn’t have to cost you more, but it can save you time, energy and missed opportunities.
If you’re ready to get smart, cost-effective automations like this running in your business…
DM me BUILD and let’s make it happen.
Not sure when to use a workflow vs process builder vs flow?
Here’s what you actually need to know:
It’s not about choosing the fanciest option.
It’s about picking the one that saves you time, simplifies the backend, and doesn’t break in two weeks.
Because let’s be honest, your business is already doing a lot.
You don’t need more tools.
You need the right one for the job.
This post breaks down what to use (and when) in plain English.
And if you’re still unsure what’s doing what behind the scenes?
That’s where I come in.
I build connected systems that take manual work off your plate for good.
👇 Comment SYSTEMS if your backend’s overdue for a smarter setup.
You don’t need to be overwhelmed to know something’s off.
✅ The business is growing
✅ The results are strong
✅ The backend? …Still running on muscle memory
Most high-performing founders think the solution is:
→ Hiring another VA
→ Adding another platform
→ Trying to be "more productive”
But what actually solves it?
Connected systems that run without you managing every piece manually
This carousel breaks down what you think you need vs. what actually moves the needle.
Want the real fix?
Grab my free guide: 5 Workflows Every Business Needs to Automate
Comment WORKFLOW and I’ll send it over.
From Build-A-Bear to building automation systems.
This isn’t simply my career timeline, it’s the quiet through-line of my life. I've always been thinking about client experience, efficiency, and making things smoother behind the scenes.
🧸 Retail
🎢 Disney
🏨 Hospitality
💼 Corporate ops
👶 Maternity
💻 VA life
⚙️ Automation + AI
Every chapter taught me something.
Every pivot was preparation.
Now? I get to build systems that support other women in business and it feels like everything finally clicks.
👇Tell me: which year of your journey was the turning point? (Or drop a 🧩 if you're still figuring it out.)
You’ve built a successful business.
Clients are coming in.
The offers are solid.
The results are real.
But behind the scenes?
There’s still…
→ Manual follow-up
→ Tools that don’t talk to each other
→ Processes that live in your head
→ DMs you’re too tired to answer
You’re still doing too much manually.
This is where I come in.
Here are the 5 automation services I offer, whether you’re ready to get started now or want to map the strategy first.
All designed to lighten the load, clean up the chaos, and let your business run without babysitting it.
Let’s build the system that matches your brilliance.
Everyone’s shouting about automation...
but no one tells you what tools actually work *together.*
Here’s the truth:
It’s not about the tool.
It’s about what the tool is doing for you behind the scenes.
These are the no-code platforms I use inside client businesses to:
✔️ Capture leads without manual follow-up
✔️ Onboard clients without inbox chaos
✔️ Schedule, track, and deliver without lifting a finger
And yes, they’re all beginner-friendly (no dev team required).
Want the exact workflows I recommend automating *first*?
Grab my free guide: 5 Workflows Every Business Needs to Automate
It’s short, sharp, and shows you where to start (and what to skip).
Comment WORKFLOWS and I’ll DM it to you👇
I didn’t expect a video game to change the way I think about AI.
But Horizon did.
In the story, the world’s been destroyed by rogue combat bots.
And one scientist spends the last of her life building an AI
not to control,
…but to rebuild.
What struck me?
She didn’t just prioritise intelligence.
She prioritised emotional intelligence.
Because context matters.
Because rebuilding takes care, not just speed.
Because even the smartest tech in the world can’t replace human clarity.
And now?
That’s exactly how I build AI tools and automations for my clients.
Not as cold code.
But as strategic support rooted in your voice, values, and vision.
✨ Want a custom AI assistant that amplifies you (instead of diluting you)?
DM me SYSTEMS and I’ll show you how we do it.
Let’s normalise this:
You’re not a bad business owner.
You’re just running a growing company with zero systems in place to support you.
The inbox.
The client onboarding.
The follow-ups you keep forgetting to send.
It’s not your fault.
You were never shown how to build a business that runs without burning you out.
And that’s what this is really about.
Because daily overwhelm isn’t a scheduling problem.
It’s a workflow problem.
So let’s fix it, fast.
Download my free guide:
5 Workflows Every Business Needs to Automate
These are the exact automations I build for clients who are ready to stop doing it all manually.
🔸 Clear steps
🔸 Strategic systems
🔸 Time back by the end of the week
Link in bio
Or DM me “WORKFLOW” and I’ll send it straight to you.
Your backend shouldn’t need babysitting.
These are real automations I built this month using Make.
Quiet systems doing exactly what they should, without any additional effort for my clients.
If your business still runs on copy-paste, reminder apps, or “I’ll do it later”...
🛠 Grab my free Workflow Guide:
5 backend automations every business should have.
No tech degree required.
Just systems that make your life easier.
Comment WORKFLOW and I’ll send it to you.
#maketools #businessautomation #workflowdesign #nocodesystems #backendclarity
The biggest lie online?
That automation makes things easy.
Here’s what it actually does:
🧠 It makes your brain feel less scrambled.
⚙️ It makes your backend stop breaking.
⏳ It makes your time feel like yours again.
But that only happens when your systems are built with strategy - not crossed fingers and YouTube tutorials.
Because automation isn’t a hack.
It’s the quiet infrastructure behind every business that looks “effortless” from the outside.
And that’s what The AI Blueprint is built for.
✅ One powerful recorded walkthrough
✅ A custom roadmap for what to build (and what to ditch)
✅ All based on your capacity, business model, and brain
£1K. No confusion. Just actual clarity.
DM me “BLUEPRINT” and I’ll send you all the details.
Has this happened to you? 🫣
Make looks easy…
until you filter by a tag that doesn’t exist,
loop through the wrong array,
and suddenly your Airtable has 86 duplicate records
and no one knows why Carl just got the welcome email again.
This is what happens when you build without a workflow.
Want to stop guessing and actually map your backend?
Grab my free Workflow Guide: 5 high-impact automations that won’t break at module 4.
Comment WORKFLOW and I’ll send it your way.
#nocodetools #maketools #workflowdesign #automationfail #smallbusinessops
“What does your business name mean?”
A client asked me this recently—and I realised I hadn’t shared the story in a while.
✨ Rani is a nickname my husband gave me.
It means “Queen” in his native language.
And it just so happens to be the first two letters of both my first and middle name.
The name stuck.
The meaning deepened.
And when I started this business, I knew it had to be:
Virtual Rani.
Because this isn’t just about automation or AI.
It’s about creating systems that actually support you.
→ So your business doesn’t fall apart when you rest
→ So your brain gets space to breathe again
→ So you can lead—without chasing every task manually
It’s strategy. It’s relief. It’s smart, calm infrastructure that works.
📩 DM me SYSTEMS if you’re ready for your backend to finally match the level you’re operating at.
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