Podcast: Embed
If you’re spending 12+ hours a day buried in client work, managing campaigns, solving problems, and putting out fires, I get it.
I’ve been there.
When I first started my agency, I thought grinding harder was the path to success. I built websites, did SEO, managed ads, and somewhere along the way, I realized I had built myself a job, not a business.
It wasn’t until I changed my approach that everything shifted. I developed a simple three-step system that allowed me to step completely out of day-to-day service delivery, automate operations, and scale to over $7 million per year, while working less than I did at $100K.
Here’s how I did it.
Step 1: Lock Down Your Niche
Most agencies never reach their potential because they try to serve everyone.
One day it’s a roofer, the next it’s a dentist, and every new client means reinventing the wheel.
When I finally picked my niche, plumbing and HVAC, everything changed.
Focusing on one vertical allowed me to:
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Solve the same problem repeatedly and refine my approach with every client.
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Pre-engineer systems, templates, and campaigns that consistently deliver results.
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Position myself as the expert in that space.
That’s when I stopped competing on price and started charging premium rates.
If you’re trying to choose your niche, start where you already have momentum, a space you’ve worked in, where you understand the language and challenges. That familiarity gives you a huge advantage.
Step 2: Build Systems and Automations
Once I committed to one market, I could finally systematize my entire operation.
Every part of our client journey, from onboarding to reporting, was mapped, standardized, and automated.
Here’s how we set it up:
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Automated onboarding: Every new client gets a sequence of messages, videos, and check-ins that make them feel taken care of from day one.
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Simplified forms: We replaced long questionnaires with multi-step forms that collect what matters most without overwhelming clients.
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Project templates: In ClickUp, we pre-built every campaign workflow, SEO, PPC, automation setup, so launching a new client now takes minutes instead of hours.
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Consistent communication: Clients automatically get updates every time progress is made. It keeps them informed, builds trust, and reduces churn.
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Automated reporting: Our dashboards show ROI in real time, leads, conversions, and revenue, all updated automatically.
We even use AI to summarize client meetings, flag unhappy accounts, and identify retention risks before they happen.
When your systems work, your business runs without you, and your team feels empowered instead of dependent.
Step 3: Hire for Freedom
To truly get out of the weeds, I had to stop doing everything myself and start hiring strategically.
There are two key roles that changed everything for me:
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Operations Manager:
This was my first major hire. Once we hit around $15K/month in recurring revenue, I brought on someone to manage service delivery, coordinating with freelancers, fulfillment partners, and our internal team. That move freed me from production. -
Account Manager:
This role handles client relationships, monthly reviews, and reporting. Each one manages around 25–30 clients and ensures communication stays personal and proactive.
When these two positions were in place, I was finally free to focus on what really moves the business forward, growth, sales, and strategy.
The Result: Freedom and Predictable Growth
With this system in place, our agency can confidently handle 5–7 new clients per month without chaos.
We’ve maintained a 97%+ retention rate, scaled beyond seven figures, and, most importantly, built a business that no longer depends on me to function.
And that’s the ultimate goal.
You don’t have to grind forever. You can build an agency that scales, serves clients exceptionally well, and gives you back your time and freedom.
🎥 Want to see exactly how I do it?
Watch my full breakdown of the 3-Step Agency Freedom Framework here:
