Business Operations, Systems & Automation
I help Professional Services organizations and growing businesses improve the operational backbone behind delivery — resource planning, partner/vendor management, reporting, workflows, systems, and automation.
Two Ways I Help
Professional Services Operations
Resource & capacity planning, utilization, partner/vendor operations, project financial visibility, reporting, forecasting, and process improvement.
Business Systems & Automation
Airtable, workflow design, dashboards, integrations, automation, reporting, and practical systems that reduce manual work.
What Usually Prompts a Call
Staffing decisions are made from stale spreadsheets, utilization and project margin are hard to see, and reporting takes days to pull together.
How I Work
I start with how the work actually flows today — planning, delivery, partners, billing — then fix the process and build only the system it needs.
What You End Up With
- ✅ Clear staffing and capacity visibility
- ✅ Reporting you can trust and repeat
- ✅ Documented process, not tribal knowledge
- ✅ Less manual work between systems
Services
Professional Services Operations
Improving how delivery is planned, staffed, measured, and reported.
Resource & Capacity Planning
Know who is available, what is committed, and where the gaps are before they turn into escalations
Utilization & Staffing Visibility
Track billable utilization, bench, and forecast demand so staffing decisions are based on current data
Partner & Vendor Operations
Onboarding, rates, assignments, and performance tracking for subcontractor and partner networks
Project Financial Operations
Budget vs. actuals, revenue recognition inputs, billing hygiene, and margin visibility by engagement
Forecasting & Reporting
Recurring reporting on pipeline demand, backlog, revenue, and delivery health that leadership can act on
Process & Workflow Improvement
Fix handoffs across sales, delivery, finance, and partners — from staffing requests to project closeout
Operational Governance
Playbooks, SOPs, and operating cadences so the process holds up as the team grows and people change
PMO & Delivery Support
Practical PMO structure: intake, prioritization, status reporting, and escalation paths that get used
Ops Assessment
A clear-eyed look at how delivery runs today, what is breaking, and what to fix first
Business Systems & Automation
Building the systems that make those operational improvements stick.
Airtable Systems
Bases designed around how your business actually runs — projects, clients, resources, and finances in one place
Workflow Design
Map the process first, then build intake, approvals, assignments, and status tracking that people will follow
Dashboards & Reporting
Views and dashboards that answer the real questions: what is at risk, what is booked, what is profitable
Integrations
Connect the tools you already pay for so data moves once instead of being re-entered
Lightweight Automation
Zapier and native automations for the repetitive steps — reminders, updates, notifications, and handoffs
Data Cleanup & Structure
Deduplicate, standardize, and restructure messy data so reporting can be trusted
Beyond Spreadsheets
Replace spreadsheet-heavy and manual processes with systems that hold up when volume increases
Finance & Billing Workflows
Time, invoicing, and QuickBooks handoffs connected to delivery so billing is not a monthly scramble
Documentation & Handoff
Short SOPs and a walkthrough so your team owns the system after I hand it over
Ways to Work Together
Operations Review & Roadmap
Understand How Delivery Actually Runs Today
You get:
A clear picture of how work is planned, staffed, tracked, and reported — plus a prioritized list of what to fix first and what it would take.
Scope (typical):
- Review resource planning, utilization, and staffing process
- Walk the delivery lifecycle: intake → staffing → delivery → billing → closeout
- Assess partner/vendor coordination and project financial visibility
- Review current reporting and where the numbers come from
- Deliver findings, recommendations, and a phased roadmap
Who it's for:
Professional Services teams and growing businesses where delivery works but the operations behind it are held together manually.
Delivery:
2–3 weeks
Investment:
Scoped after intro call
Operations System Build
Airtable Foundations for Organized, Visible Ops
You get:
A tailored Airtable system designed around your business — clear structure, automations, and dashboards that turn scattered data into decisions you can make quickly.
Scope (typical):
- Design or optimize tables for Projects, Clients, Resources, Tasks, or Finances
- Link records for visibility across teams and workflows
- Add calculated fields for totals, margin, utilization, or progress
- Create one-click actions for updates, reminders, or reports
- Build dashboards + filters for easy decision-making
- Deliver setup guide + 20-min walkthrough
Who it's for:
Service businesses, consultancies, and small operations teams ready to move beyond spreadsheets.
Delivery:
~5 business days
Investment:
Starting at $1,000
Workflow Automation & Integrations
Connect Your Tools and Cut the Manual Steps
You get:
A connected workflow across the tools you already use — multiple inputs to multiple outputs, with error handling and handoff SOPs.
Scope (typical):
- Map your top 2–3 bottlenecks and the handoffs around them
- Build the integration hub (Airtable, Zapier, Slack, QuickBooks, e-commerce, forms)
- Automate notifications, status updates, and recurring reporting
- Add error logging + alerts
- Deliver short SOPs + 20-min walkthrough
Who it's for:
Teams re-entering the same data in several places, or chasing status updates by email.
Delivery:
~5 business days
Investment:
Starting at $1,500
Ongoing operations support is also available on a monthly basis for teams that need consistent reporting, planning, and system upkeep.
Selected Work
Global Professional Services Organization
Enterprise Software — Resource Planning & Delivery Operations
Ran the operations behind an approximately $30M annual Professional Services organization: resource and capacity planning across 50+ concurrent customer engagements, a global partner network of roughly 100–150 external resources, project financial operations, and the forecasting and reporting leadership used to make staffing and revenue decisions.
Wireless Infrastructure Company
Airtable + Zapier
Designed a quoting and ops base with tables for Quotes, Services, Products, and Subscriptions. Added price tiers, cloneable quotes, one-click task updates, and margin dashboards for instant financial visibility.
Fleet Management System
Prototype — Airtable/Zapier
Intake → approvals → dispatch → returns, with automated checklists and notifications.
Shopify ↔ Airtable Integration
Backend System
Sync SKUs, BOMs, orders, and inventory; trigger Slack alerts, ShipStation labels, and Klaviyo emails.
What Changes for Clients
- 🗓 Planning gets easier: capacity, commitments, and gaps are visible in one place instead of assembled by hand
- ⏱ Less manual work: spreadsheet hand-offs and duplicate data entry get replaced with connected workflows
- 📊 Reporting becomes routine: the numbers come from the system, so updates take minutes rather than a rebuild each time
- 🔔 Fewer surprises: dashboards and alerts surface what needs attention before it becomes an escalation
- 📚 The process holds: documented workflows and SOPs so the system survives turnover and growth
About & Experience
I spent 17 years in Professional Services at Sparta Systems, later acquired by Honeywell, leading the operations behind an approximately $30M annual Professional Services organization. That work covered resource and capacity planning, utilization, partner and vendor management, project financial operations, forecasting, reporting, business systems, and process improvement.
Today I do that same work independently through KB Ops — for Professional Services teams and growing businesses that need their operations to run better, and need the systems and automation to support it. I have sat in the seat where the staffing decision, the margin question, and the month-end report all land, which is why I start with the process and build only the system it actually needs.
Founder & Operations Consultant — KB Ops
Jan 2024–Present
Operations, systems, and automation consulting for Professional Services teams and small, growing businesses.
- Improve operational workflows and process across planning, delivery, billing, and reporting
- Design and build operational systems in Airtable, with integrations to Zapier, QuickBooks Online, Shopify, and Slack
- Replace manual quotes, invoices, and tracking sheets with connected systems and documented workflows
- Build lightweight dashboards and recurring reporting for margin, capacity, and delivery visibility
- Focus on clarity, simplicity, and systems the client's team can own after handoff
Professional Services Operations Leadership — Sparta Systems (acquired by Honeywell)
2007–2024 · 17 years
Led global operations for an approximately $30M annual Professional Services organization.
- Supported 50+ concurrent customer engagements
- Owned resource and capacity planning, managing approximately 85–90% utilization
- Coordinated a global partner network of approximately 100–150 external resources
- Partner and vendor management: onboarding, rates, assignments, and performance
- Project financial operations, forecasting, and leadership reporting
- Business systems and process improvement across Salesforce, SAP, Power BI, and Tableau
- Built the playbooks, SOPs, and operating cadences the organization ran on
Founder & Operations Lead — Castaway Covers
Sep 2024–Present
Built an outdoor-furniture-cover brand from sketch to shipment — useful proof of what these systems do when you are the one relying on them.
- Headless Shopify on Vercel with a mobile-first checkout
- Airtable base for SKUs, BOMs, and orders; Zapier flows connecting fulfillment and notifications
- Removed most of the manual steps between an order arriving and a label being printed
Let's Talk
Tell me what is not working — resource planning, utilization, partner coordination, reporting, or a process that still lives in spreadsheets. Share 2–3 pain points and your current tool stack, and I'll reply with where I would start and a flat-fee proposal.