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The Sales-Only Business Owner: A Case Study in Delegating Operations for Growth

Services:

Virtual Assistant

About the Company

Twin Tech is a niche provider of Smartboard Installation and Removal services for schools and educational institutions. They also sell, drop-ship, and install Virtual Reality Carts, including VR headsets, laptops, and related equipment.

While Twin Tech excels at fulfilling the technical demands of their clients, their founder was running the business on the side while juggling a full-time job. Despite a healthy sales funnel, the founder struggled to manage administrative and operational tasks post-sale, which hindered the company’s ability to scale.

The Business Challenge

The founder’s challenges were multifaceted and rooted in the dual demands of managing a growing business alongside his primary career. Key obstacles included:


  • Inconsistent follow-ups with clients, leading to delayed payments.

  • Limited capacity to handle incoming business due to a lack of structured operational support.

  • Inefficiencies in post-sale workflows, especially invoicing and project management, which consumed valuable time.


These challenges not only affected the company’s cash flow but also left the founder feeling stretched too thin, making it difficult for him to capitalize on new opportunities or enjoy personal time.



The Solution 

YSO began by conducting an in-depth intake process to map out Twin Tech’s existing post-sales workflows. Through a series of collaborative sessions, we identified pain points and documented all processes to create a comprehensive SOP tailored to Andrew’s business needs.


From there, we:

  • Recruited and trained a Virtual Assistant: YSO ensured the VA was fully onboarded with Twin Tech’s operational systems and could seamlessly handle tasks such as client follow-ups, invoicing, and project tracking.

  • Optimized QuickBooks workflows: We designed and implemented efficient invoicing processes to minimize payment delays and streamline cash flow.

  • Provided three months of account management: Our team remained closely involved to support the VA, ensuring they met Andrew’s standards and adapted smoothly to the company’s operations.

The Results

With YSO’s support, Twin Tech’s founder experienced a transformative shift in his day-to-day operations:


  • Increased bandwidth for sales: With administrative tasks delegated, Andrew could focus exclusively on bringing in new clients and nurturing relationships.

  • Improved cash flow: Streamlined invoicing processes led to faster payments, reducing financial strain.


Work-life balance restored: Freed from operational burdens, Andrew could manage his full-time job and side business more effectively, while also enjoying personal time with his family.

With my business growing and client demands increasing, I was spending more time handling administrative tasks than growing my company. I found myself dreading the prospect of growth as it meant an exponential increase in onboarding, product research, and quotations, as well as invoice, vendor, and project management.


YSO took the headache out of managing and scaling my business. Jenna and Alexis took a thorough approach to identifying how I approached and managed clients, what my processes were for handling deliverables, and how I executed and communicated with key stakeholders. No request was too small as they took pride in servicing all aspects of the company and ensuring my business was set up for success in the short, medium, and long term.


I would highly recommend YSO to anyone who is looking for a high-quality solution to managing or scaling their business. The level of care and attention to detail taken by YourStartup Operations was second to none, and their commitment to client service was a much-needed addition to our rapidly growing organization.

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