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STOA Operations

The catalog

Departments are internal language. Owners buy outcomes.

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Four systems, shipping now

Named for what you get

Over 700 documented use cases, so we can put a working system in place quickly.

01 · The door · 130 use cases

Close More Deals, Faster

Leads answered, researched, quoted and followed up without you

See this system
  1. 01Every website enquiry is in your CRM before you have read it
  2. 02The good leads reach the right person, not a shared inbox
  3. 03Winning the deal starts the invoice instead of adding a task
  4. 04No enquiry waits more than five minutes for a first reply
  5. 05The conflict check clears before anyone opens the matter
  1. 06You hear about the lead that went quiet on day three
  2. 07Your team walks into the meeting already knowing the company
  3. 08Every new lead arrives with the company details already filled in
  4. 09What was said on the call is on the deal record, not in a notebook
  5. 10Every new contact starts the right email sequence the same day

02 · Shipping now · 109 use cases

Get Paid Faster

Invoices out, reminders sent, cash collected, nobody chasing

See this system
  1. 01The invoice goes out the day the work is done, not at month end
  2. 02The overdue invoice chases itself, in your name and on a fixed schedule
  3. 03Payments land against the right invoice without anyone matching them
  4. 04You find out an invoice is unpaid at day seven, not at day forty-five
  5. 05The retainer tops up before the client is working on your money
  1. 06The trust balance is applied to the bill correctly, every time
  2. 07The monthly fee bills and collects itself
  3. 08The failed card is caught and retried instead of ageing quietly
  4. 09The invoice lines come from the work that was actually recorded
  5. 10Unbilled time is found before the invoice goes, not after

03 · Shipping now · 46 use cases

Deliver Without Chasing

Jobs scheduled, assigned, documented, reported

See this system
  1. 01Winning the work sets up the whole project before the kickoff call
  2. 02You know where every job stands without asking anyone
  3. 03Work stops when the invoice ages, instead of quietly continuing
  4. 04The client fills in one form and every system has the answers
  5. 05The client hears from you the same hour the team gets its list
  1. 06What everyone agreed in the meeting becomes tasks with owners
  2. 07The late task escalates on its own, before it becomes a client problem
  3. 08Every job of the same type runs the same way
  4. 09The hours land on the right job while the work is happening
  5. 10The job goes to whoever is free and qualified, not whoever is nearest

04 · Shipping now · 37 use cases

Never Miss a Request

Every inquiry captured, routed, answered

See this system
  1. 01Every way a client can reach you ends up in the same queue
  2. 02The call you missed gets a text back before the caller rings a competitor
  3. 03Nothing sits past your promised response time without someone hearing
  4. 04The enquiry that arrives at nine at night is answered and booked
  5. 05The urgent request is at the top before anyone opens the queue
  1. 06The client answers the intake questions before the meeting, not during it
  2. 07The twenty questions you answer every week get answered without you
  3. 08Every request has an owner and a due time from the moment it arrives
  4. 09Whoever replies can see the client's whole history without switching tabs
  5. 10The client checks the status themselves instead of calling your team

Appendix 05–09 · ask on the walkthrough

Also in the library

Five more systems. Same library. Not on the shipping menu. Use case counts as of August 2026.

05 · 56 use cases

Stay Visible

Reviews, email, social, one dashboard

  1. 01Every review gets an answer within a day, in your voice
  2. 02Your business listing stays active instead of going quiet for months
  3. 03You can see which channel produced enquiries, not just traffic
  4. 04The review request goes out while the client is still pleased
  5. 05The referral ask follows the good review instead of never happening
  1. 06A whole week of posts goes out from one approval
  2. 07One article becomes the week's posts and the newsletter
  3. 08The newsletter starts from a draft instead of a blank page
  4. 09Publishing the article sends the campaign, with no second step
  5. 10Your clients get something useful every month that you did not write

06 · 57 use cases

Know Your Numbers

Every number in one place, updated automatically

  1. 01Revenue, cash and pipeline are on one screen, current this morning
  2. 02You know which clients make money every week, not every quarter
  3. 03The manager hears about the budget at eighty percent, not at a hundred
  4. 04You can see who is billable and who is not before the week ends
  5. 05Monday's reconciliation is waiting instead of taking the morning
  1. 06The close starts with a list of exceptions, not a blank page
  2. 07Every person gets their own production figure, same day every week
  3. 08The owner report goes out the same day each month, in the same format
  4. 09Card, bank and invoice revenue reconcile without a spreadsheet
  5. 10You can name your three least profitable clients

07 · 46 use cases

Clients Always in the Loop

Updates, reminders and reports go out on their own

  1. 01Nobody who contacts you waits an hour to hear something back
  2. 02Every client gets a progress update on a schedule they can rely on
  3. 03The client can see where the work stands without emailing you
  4. 04The client knows the document is signed and filed without asking
  5. 05The client is reminded two days out, so the deadline is not a surprise
  1. 06What was decided in the meeting is on the client record, not in a memory
  2. 07The routine reply is written and waiting for you to press send
  3. 08Every new client gets the right welcome, not whatever was sent last time
  4. 09The filing and the renewal are remembered without anyone remembering
  5. 10Every report reaches the person who needs it, the way they expect it

08 · 43 use cases

Productive in Week One

New hires onboarded to a script, not to your memory

  1. 01Hiring someone builds the whole onboarding list without you writing it
  2. 02The new person has every login working on their first morning
  3. 03The new person opens one page and knows their whole first week
  4. 04You enter the new hire once, not into four systems
  5. 05The policy pack is signed and filed in the first week, not the first quarter
  1. 06The manager edits a ninety day plan instead of writing one
  2. 07Somebody actually asks the new person how week one went
  3. 08You read a summary of the application instead of forty full ones
  4. 09Every applicant is in one list with a status, not in an inbox
  5. 10Onboarding uses your current written process, not last year's copy

09 · 28 use cases

Find Anything in Seconds

Documents collected, filed, searchable, error-checked

  1. 01The client sends their documents without you asking three times
  2. 02The numbers come off the document and into your system for checking
  3. 03You know when every agreement renews, without opening any of them
  4. 04The attachment goes into the client's folder instead of staying in an inbox
  5. 05Search works, because every file was labelled when it arrived
  1. 06The missing page or the wrong figure is caught before it goes out
  2. 07You can find what was said on a call from eight months ago
  3. 08The proposal starts from what you have already written and won
  4. 09One intake form fills the client record, the project and the billing
  5. 10Every document request in a review is tracked until it is closed

Operations Walkthrough

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