Your roster tool books the shifts. We build everything around it — requests, estimates, approvals, hand-offs — into one Agency Ops Platform.
Fill this in once, then pick a time — no double-entry.
~50%
less manual scheduling work at Perfect 10 Promotions
8 weeks
typical Phase 1 — request intake, estimates, pipeline
Yours
the code, the data, the brand — no licence, no lock-in
This is the map we draw on every Teardown call. Six hand-offs — and the same leak at each one, whichever agency is drawing it.
Clients email the name on the door, so the owner triages, forwards, and replies personally — and nothing acknowledges the client automatically.
"Hi! We need eight brand ambassadors in Dallas on the 14th — can you help?"
Every line item keyed by hand and the agency fee calculated manually — ten revisions per quote, sixty events a month.
"Can we make it ten instead of eight, and add Sunday?"
Quoted, approved, lost, invoice number — one sheet everyone depends on and nobody trusts, because it's current only when someone remembers.
"Check the Event Tracker — if it's been updated."
The owner picks a name and hopes they're not on a blackout date — then a second sheet tracks the recruiter, POC, per diems, insurance, and credentials.
"Who's got capacity in LA next week?"
Questions, field updates, the client's last-minute change — buried in Google Chat, WhatsApp, and email, so the founder stops to answer.
"It's somewhere in the chat."
Actual hours, receipts, and per diems matched against the estimate by hand before an invoice can go out.
"Billing closes when the receipts are reconciled."
None of this is a people problem. There's no system between the request and the roster — so the people become the system.
Each module replaces one spreadsheet or one person-as-glue. Delivered in phases, all on the same data — which is what lets the analytics and AI at the end actually work.
Requests land in a pipeline, not your inbox.
Replaces: The website form that emails the founder
Your pricing logic, applied in seconds.
Replaces: Line items typed into the invoicing tool
The Event Tracker, finally alive.
Replaces: The spreadsheet accounting and ops both depend on
Every event gets a PM, tasks, and its own channels.
Replaces: The assignment dropdown, the checklist sheet, and the group chats
Bill on actuals the same week.
Replaces: A week of matching receipts to the estimate
Ask your own numbers a question.
Replaces: Exports pasted into ChatGPT
Change anything. Headcount, hours, the client's tier, a rush window, the distance from the market — the estimate recomputes, the agency fee follows, and every revision is kept. Illustrative rates; yours get configured.
In the real thing, this goes to the client with an Approve button. Their click is your green light — and the event moves itself into Staffing.
Build this on our pricing rulesYour roster tool is built for the people you send. The Agency Ops Platform is built for the clients who send for them. One ends where the other begins: an approved event becomes a staffing brief for the roster, and the hours come back for billing.
The people side — and it should.
The client side — which today is you.
~50% less
manual scheduling work. A staffing & promotions agency running programs nationwide — scheduling portal first, an automation agent to move the data, then AI sales analytics on top.
"The scheduling portal has probably saved our team hundreds of hours already — much of it now automated and centralized, which cut admin work and scheduling errors and let us scale programs without adding staff."
Christy Greico-Smith · Founder, Perfect 10 Promotions
A free 30-minute Teardown. You walk us through how one request becomes a staffed, billed event today — we map it live and mark where the hours go. You keep the map.
Free · 30 minutes
Within days you have a phased plan: what Phase 1 covers, what it costs, the week-by-week schedule, and what Phases 2 and 3 would add. You pick how far to go.
Phased · Priced · Yours to decide
A weekly demo, a staging link from the first working version, and a 24-hour feedback loop — anything you flag is in the next week's build. Our team of nine is in your Slack.
~8 weeks per phase
It goes live on your domain, under your brand, and you own the code and the data. Keep us on to extend it, or don't — nothing is locked to us.
Support from $1,000/mo, optional
Every agency starts with Phase 1 because it removes the founder from the inbox. What comes next is scoped once you have run real events through it — with a weekly plan and a fixed figure, in writing, before each phase begins.
Requests, estimates, and the pipeline — the three things that keep the founder in email.
From $15,000
~8 weeks
Each approved event becomes a workspace with a PM, a checklist, and a conversation.
Scoped after Phase 1
~6–8 weeks
Money and insight: reconciliation, invoicing, analytics, and AI over trustworthy data.
Scoped after Phase 2
~6–8 weeks
The Phase 1 figure depends on how many pricing rules and client types you run. Want it kept running and growing after launch? Ongoing support from $1,000/mo — optional, never required.
No — keep it. Those tools are good at the roster: who is available, who is booked, who checked in. What they do not do is handle the client side of your business: the request, the estimate, the approval, the project manager, the billing. That is the layer we build. When an estimate is approved, the system produces a staffing brief — the shifts, roles, headcount, venue, and notes as a PDF and a CSV — that your recruiter imports into the roster tool or keys in once, and hours come back the same way for reconciliation. We do not integrate with the roster tool's API, by design: that keeps you free to change tools, and keeps your build to eight weeks. If you are running the roster in a spreadsheet today, that works too — the platform becomes the system of record and the sheet retires when you are ready.
Every agency says this, and every agency then describes the same rules: role rates, headcount times hours, a travel fee past a certain radius, a rush premium inside a certain window, a better rate for clients who give you volume, a higher one for one-offs. Those are rules, and rules compute. What is genuinely judgement — an unusual client, a weird venue — gets a manual adjustment line and a human approval before it goes out. You get the speed on the 90% and keep control of the 10%.
Yes, and the difference matters, so we build for it. Event and experiential work is about a location, a brand, and sending the right people — demographics, sizing, experience. Sampling and demo work adds recaps, product inventory, and store-level sales data to every shift. The intake, estimating, and pipeline modules are the same for both; the event workspace and the analytics layer are configured per program type. Perfect 10 runs sampling programs on what we built for them, so the sampling side is the better-proven of the two.
Phase 1 starts from $15,000 and takes about eight weeks. It covers the three things that keep a founder in their inbox: request intake (a public link for walk-ins plus a portal for retained clients, with instant acknowledgement and routing to ops), rules-based estimates with revision history, and the approval-and-pipeline board that replaces the event tracker spreadsheet. The exact figure depends on how many pricing rules and client types you have, and you see it in writing before anything starts. Phases 2 and 3 are scoped after Phase 1, once you have used the system and know what you want next.
You get a staging link as soon as the first version works — usually within the first few weeks — and it is built to be adopted incrementally. Most agencies start by pointing new requests at the public link and running estimates through it while everything else stays where it is, then graduate the rest as confidence builds. Nobody has to move their whole operation on day one.
Walk-in and first-time clients never log in to anything. They use a public request link — the same friction as the form on your website today, but it lands in your pipeline with an instant acknowledgement instead of in one person's inbox. Retained clients get a portal with their history, drafts, and past events, and they adopt it because it is faster for them: no waiting on a reply, no chasing a revised quote. An automatic reply on your inbox can nudge emailed requests to the link, and your team can also enter requests on a client's behalf, so nothing forces the change before the client is ready.
Not the quotes — that is arithmetic, and arithmetic should be deterministic. We use rules for estimates and for suggesting project managers, with a human approving both until you trust the suggestions. AI earns its place on top of clean data: answering questions about your own numbers in plain language, drafting the client recap after an event, and summarising a long thread. Bolting AI onto a business that still runs on spreadsheets just produces confident wrong answers faster.
You do. It runs on your own cloud account or one we manage for you, under your domain and your brand. The source code is yours, the database is yours, and you can export everything at any time. Ongoing support is available from $1,000 a month if you want us to keep extending it, but nothing is licensed or locked to us.
Three things. One person who can give feedback within a day of each weekly demo — that is what keeps an eight-week build at eight weeks. Your pricing rules, even if they currently live in someone's head; we will write them down together on the first call. And a handful of real examples: a few email threads from request to invoice, and the spreadsheets you run on today. We do the rest.
It is client-facing from Phase 1 — retained clients use the portal to submit and approve. Phase 2 adds a per-event status page your clients can watch, and the whole system carries your branding, not ours. If you later want to offer parts of it to clients as a service, the foundation supports that; it is your platform.
Something specific to how your agency runs? Book the free Teardown and ask it on the call — or read the general FAQ.
Thirty free minutes. You walk us through it, we map it live and mark where the hours go — then you get the phased roadmap with a real figure. No prep, no pitch, and you keep the map either way.
