The flagship engagement
The Heat Map An AI systems audit for growing businesses
A paid systems audit. We map your tools, workflows, and data flows into a written report, then walk you through it in a 90-minute review. You leave with a clear next step: integration, custom build, AI workflow, or no project at all.
Pay up front, then pick remote or Tampa in-person. 5-10 business days from kickoff.
What it looks like
One page that shows where the opportunity is hottest.
Your Heat Map scores each part of your operation so the biggest wins jump off the page. Hotter cells mean more time, money, or leverage on the table. The example below is illustrative; yours is built from your real tools and workflows.
| Business area | Time lost | Revenue leak | Quick win | AI fit |
|---|---|---|---|---|
| Lead capture | 7 | 9 | 8 | 6 |
| Follow-up & nurture | 9 | 9 | 9 | 8 |
| Booking & scheduling | 6 | 7 | 8 | 5 |
| CRM & data hygiene | 8 | 6 | 5 | 4 |
| Reviews & reputation | 5 | 6 | 9 | 7 |
| Reporting & visibility | 6 | 5 | 6 | 5 |
What is in the box
Six things you can hand to your team on day one.
The Heat Map is a working document, not a slide deck. Everything you get is something your engineering, operations, or sales lead can act on without translation.
Systems inventory
Every CRM, form, automation, spreadsheet, integration, and data source you depend on, mapped on one page with how they actually connect.
Workflow gap report
The follow-up leaks, manual handoffs, duplicate data, silent failures, and broken sequences called out by name, not in marketing language.
Highest-leverage moves
A ranked shortlist of integrations, custom builds, AI workflows, and process changes — with the outcome each one would actually move.
AI fit assessment
Where AI honestly helps in your operation today and where it does not. No purple-and-pink AI marketing slides.
Cost + timeline ballpark
For the moves worth doing, a real-world estimate of build effort, dollars, and timeline so you can plan against it.
90-minute review session
A working call where we walk the report line by line. Questions, pushback, scope changes, and a written next step at the end.
How it runs
Two weeks from kickoff to clear next step.
We move fast because the engagement is structured, not invented from scratch each time. Most of the work happens between us; you spend about three to four hours total.
- 01
Discovery interview
Week 1A 60-90 minute working session where you walk us through how the business actually runs. Tools, people, handoffs, exceptions, the parts that depend on memory.
- 02
Systems audit
Week 1-2We map your CRM data, form-to-pipeline routing, follow-up automations, reporting paths, and integration surface area. We look at the actual config, not your description of it.
- 03
Written report
Week 2Inventory + gap analysis + ranked moves delivered as a working document you can share with your team and your finance person.
- 04
90-minute review
Week 2We walk it together, you push back, and we lock the next step before we hang up. Usually an integration, custom build, AI workflow, or a clear "not yet".
Is this for you
Honest fit check.
A Heat Map works well for some businesses and is the wrong product for others. Here is who shows up and gets value, and who would be better served elsewhere.
Great fit
- A team running on GoHighLevel, HubSpot, Salesforce, or a Frankenstein CRM, with a follow-up problem they can feel.
- A local-service, mid-size, ministry, nonprofit, or author/publisher business with revenue but messy operations.
- A leader who wants a clear written plan they can act on, not another sales call.
- A business considering custom software or AI but unsure where it would actually pay off.
Not a fit
- A pre-revenue idea looking for a free strategy session.
- A team that already knows exactly what to build and just needs hands on keyboards.
- A bake-off with three other agencies as part of an RFP.
- A team unwilling to share access to their current systems for the audit.
Common questions
Before you book.
What does the Heat Map cost?
Pricing depends on the size and complexity of the operation we are mapping. Most fall into a tight range we will quote on the call after a quick scoping conversation. No surprise invoices, no scope creep.
How long does it take?
Five to ten business days from kickoff to the 90-minute review session. We work fast because the audit is structured, not improvised.
Do I have to commit to a build after?
No. About a third of clients leave the review with "not yet" or "do this internally instead". The Heat Map exists to make that call clearly, not to upsell.
Can we run the Heat Map without giving you CRM access?
We can, but the report quality drops a lot. We strongly recommend read-only access to your CRM, automation tool, and any data sources so we can see what is actually configured, not just what you describe.
What if the next step is a build?
We can scope and run it ourselves (Whatever Co. has built CRM integrations, custom apps, AI workflows, dashboards, and data pipelines), hand it to your internal team with the spec, or refer it out if that is the better fit.
Ready to start
Start your Heat Map.
Pay up front, then book remote or Tampa in-person. If you would rather start with a free 25-min call to confirm fit, that option is right there too.