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Feeling buried in your business operations? You’re not alone. For CEOs of growing service-based companies, hitting $500K+ in revenue often means one thing: you’re scaling—but so is the chaos.

What you need isn’t another tool or VA. You need smarter systems powered by AI—and the right strategic partner to implement them. That’s where an Online Business Manager (OBM) who understands AI comes in.

The Challenge: Growth Without Systems

This professional services business was scaling fast—but bleeding revenue. Their CEO was bogged down in daily operations:

• Manual onboarding and admin tasks
• Leads falling through the cracks
• Disorganized content and inconsistent follow-up
• No time to look at data, test offers, or think strategically

The solution? AI systems for service-based businesses SPECIFICALLY—with an OBM leading the charge.

Phase 1: AI Audit + Smart Strategy

The OBM ran a full-scope audit using tools like
ChatGPT, Fireflies, and Claude to spot operational inefficiencies and missed opportunities:

• CRM tagging errors and funnel breakdowns
• Weak email nurture sequences
• Redundant onboarding steps
• Untapped PR and partnership visibility

Deliverable: A clear AI Tool Matrix and strategic action plan to streamline systems, increase conversion, and save 30+ hours/month.

Phase 2: AI System Build-Out

With priorities set, the OBM implemented AI systems tailored to the business’s operations:

• Marketing: ConvertKit + ChatGPT to personalize nurture emails
• Content: Jasper to repurpose blogs and newsletters into LinkedIn/email posts
• Sales Ops: HubSpot + Zapier + ChatGPT for lead scoring and automation
• Onboarding: GoHighLevel (GHL) + ChatGPT to automate forms, kits, and reminders
• Scheduling/Admin: Calendly + AI assistant to reduce friction
• Finance: QuickBooks + ChatGPT to forecast trends and categorize expenses
• Visibility: Custom GPT to scan HARO and podcast opps, then auto-pitch

Phase 3: Optimize and Scale

Once systems were live, the OBM refined and scaled results by:

• Creating SOPs with Scribe.ai for team training
• Analyzing Fireflies meeting notes to adjust offers using real client language
• Running GPT-powered A/B tests on landing pages and opt-ins

Results in 90 Days

• +25% increase in qualified leads
• +5% bump in conversion rates
• + $10K–$30K in new revenue
• 30–50 hours/month saved

Most importantly: The CEO is no longer the bottleneck.

Ready to Implement AI Systems That Scale With You?

If you’re a service-based business generating $500K+ and ready to stop being the operator, it’s time to bring in an OBM who speaks AI fluently. With the right strategy, systems, and support—you’ll grow faster, smarter, and with a whole lot more peace of mind.

Book a free strategy call to meet your AI-savvy OBM today.