The delivery playbook
Four phases. Three failure points. That's the entire model.
85+ builds and millions in delivered systems taught us one thing: the fulfillment process is the product. Here is ours — the exact process that keeps clients for years.
From kickoff to handoff.
Before we touch any tools, we collect everything — the goal is a mental model of how your company actually operates. Not how it thinks it operates.
- Welcome email with timelines and expectations
- Access checklist — every system, every login, every API
- Company Brain intake — SOPs, docs, recordings, templates
- Initial workflow mapping call
This is where most agencies skip ahead. We don't. We map every step, every handoff between people and systems, every decision point, every edge case, every place things break.
Before a single line of code: database schema designed, workflow logic mapped, AI agent logic defined, tool selection finalized, data-flow diagrams drawn, error handling planned, permissions structured.
Structured phases, check-ins at each one:
- Foundations — database, tables, relationships, interfaces. The backbone everything sits on.
- Workflow automations — intake, routing, notifications, integrations. The skeleton.
- AI layer — agents sit on top of working workflows, not instead of them.
- QA — edge cases, failure modes, bad inputs, permissions.
- Polish — documentation, training materials, handoff prep.
- Internal pre-call (20 min) — team aligns on demos, blockers, questions
- Pre-call email the day before — agenda, decisions needed, what to prepare
- Live call — recap, demo progress, gather feedback, align next steps
- Post-call summary same day — what was reviewed, what's next, what we need
- Internal follow-up — tasks assigned, risks logged, momentum maintained
A system isn't done when it works. It's done when your team can run it without us.
- Full recorded walkthrough + training videos for each workflow
- Admin guide + troubleshooting document
- Architecture diagrams + automation logic maps
- 30-day support window + continuation plan
Every project that fails, fails at one of three points.
Built before mapping the process
Automating chaos just makes faster chaos. Mapping comes first — with the people actually doing the work.
Skipped edge-case testing
The happy path is 20% of the system. Bad inputs, failure modes, and permissions are where builds live or die.
Handed off with zero documentation
No docs, no training, no maintenance plan — the system collects dust in a month. Handoff is half the job.
The build is half the job. Adoption is the other half.
Adoption rate is the highest measure of success for this work — and almost everyone ignores it. Here's how we run it as close to 100% as possible: