Welcome to Operations Mastery - the 3-minute email that teaches you how to scale your business, increase your profit margins, and save time by optimizing your internal operations.
Brought to you by Ed Axe, Founder & CEO of Axe Automation.
Want to know the secret sauce behind my 6-figure automation agency?
It’s not just about the tech…
It’s about having the right tools to manage clients, projects, and scale efficiently.
Here are the 10 tools I use daily to run my agency:
(If you prefer video to text click here)
1️⃣ ConvertKit
Manage email marketing and nurture leads
ConvertKit is the backbone of my email marketing strategy.
I use it to:
- Create targeted email sequences for different audience segments
- Send out my weekly newsletter with automation tips and case studies
- Track open rates and click-through rates to optimize my content
For example, I recently set up a 5-email sequence for new subscribers that introduces them to basic automation concepts. This sequence alone has generated a 15% increase in consultation bookings!
2️⃣ Calendly
Streamline booking process for sales calls
Calendly has been a game-changer for my sales process.
Here’s how I use it:
- Set specific time slots for discovery calls and client meetings
- Integrate it with my Google Calendar to avoid double-bookings - Collect pre-call information from prospects to prepare better
Pro tip: I’ve set up automated reminders 24 hours and 1 hour before each call, which has reduced no-shows by 30%.
3️⃣ BreakCode
CRM to track leads and engage on social media
BreakCode is my go-to CRM for managing leads and client relationships. Its unique features allow me to:
- Track all interactions with leads across multiple platforms (email, LinkedIn, Twitter)
- Set up automated follow-up sequences based on lead behavior
- Monitor social media engagement to identify hot leads
I love how BreakCode lets me see a lead’s recent tweets or LinkedIn posts right in their contact profile. This helps me personalize my outreach and close deals faster.
4️⃣ Webflow
Build and maintain client websites
Webflow is my secret weapon for creating stunning, responsive websites. I use it to:
- Design and launch my own agency website
- Create landing pages for specific services or promotions
- Offer website design as an add-on service to automation clients
Recently, I built a landing page for a new AI-powered automation service. The page, created in Webflow, converted at 12% - much higher than industry standards!
5️⃣ Loom
Record video walkthroughs for clients
Loom has revolutionized how I communicate with clients. I use it to:
- Create personalized video proposals for potential clients
- Record step-by-step tutorials for clients on how to use their new automations
- Provide quick updates on project progress without scheduling a call
Clients love the personal touch of video messages. One client recently told me, “Your Loom videos make me feel like I have a tech genius on speed dial!”
6️⃣ PandaDoc
Send and sign contracts seamlessly
PandaDoc streamlines my contract process. Here’s how:
- I’ve created templates for different service packages
- Clients can e-sign contracts directly from their browser
- The tool tracks when clients view and sign documents
Since implementing PandaDoc, I’ve reduced my contract turnaround time from 5 days to just 1.5 days on average.
7️⃣ Stripe
Handle payments and subscriptions
Stripe keeps my cash flow smooth and predictable.
I use it to:
- Set up recurring billing for retainer clients
- Process one-time payments for project-based work
- Generate detailed financial reports for my accountant
Pro tip: I’ve set up Stripe to automatically send payment reminders 3 days before a subscription renews. This has reduced late payments by 40%!
8️⃣ Slack
Communicate with team and clients
Slack is my central hub for all communications.
Here’s how I leverage it:
- Create dedicated channels for each client project
- Use Slackbot reminders for important deadlines and follow-ups - Integrate with other tools like Trello and Google Drive for seamless workflow
I’ve even set up a wins channel where we celebrate client successes. It’s great for team morale and keeping everyone motivated!
9️⃣ HyperVault
Securely share credentials
Security is paramount in my business, and HyperVault helps me maintain it. I use it to:
- Store and share client login credentials securely
- Set expiration dates on shared credentials for temporary access
- Track who has accessed which credentials and when
This tool has been crucial in building trust with clients. They appreciate knowing their sensitive information is protected by bank-level encryption.
🔟 Monday.com
Manage projects and automations
Monday.com is the central nervous system of my agency.
It helps me:
- Visualize all ongoing projects in a Kanban board
- Set up automated workflows for repetitive tasks
- Generate reports on project profitability and team productivity
For instance, I’ve set up an automation that moves a task to “In Review” and notifies the client when my team marks it as complete. This has improved our project completion rate by 25%!
These tools form the backbone of my agency operations.
They’ve been crucial in scaling to 6-figures.
Tools are only as good as how you use them. It’s about creating a seamless workflow that allows you to focus on what matters most - delivering value to your clients.
Want to see how I use these tools in action?
Here are some other articles you might find useful:
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One more thing - We have helped 60+ businesses save $1m+ in labor costs & over 50,000 hours using Automation & AI.
If you’re looking to:
- Save 100+ hours per month
- Increase profit margins by 20%
- Remove yourself from daily operations
Book your 30-minute consultation here to learn more about how we can help: https://www.axeautomation.co/
See you next week!
Best,
Ed Axe