Most teams don’t lose clients because of bad work. They lose momentum in the 48 hours after the contract is signed— when setup is manual, ownership is fuzzy, and “starting the project” lives in someone’s head.
They have a handoff problem—disguised as “being busy.”
A deal closes. Everyone feels good for thirty seconds. Then the work begins—quietly, manually, inconsistently.
You can “afford” a few hours of setup. What you can’t afford is the gap.
Deals close on Friday. Projects start Tuesday.
In that gap, clients wonder if they made a mistake. PMs start behind. Sales has to keep the client warm. Delivery starts the week already late.
It’s not laziness. It’s a system designed to rely on memory. And anything that lives in people’s heads eventually gets dropped.
It’s a mechanism that runs correctly every time.
One change. One trigger. No manual “remember to start.”
Validation, routing, deduplication, retries, logging—built in.
Client, project, tasks, and comms—linked, searchable, and consistent.
Welcome email. Slack alert. Communication logged automatically.
Velocity didn’t need a single integration. They needed the mechanism: the logic that makes automation trustworthy.
Closed Won no longer creates a job (“start the project”). It creates an outcome: “Project is ready.”
This is what “same-day project starts” looks like behind the curtain.
How Velocity turned “Closed Won” into same-day project starts (and saved 317 hours in 90 days).
Velocity was closing 12–15 deals per month in HubSpot. Sales was winning. Delivery was drowning.
The issue wasn’t effort. It was the gap: the invisible days between “Closed Won” and “work begins.”
The steps weren’t written down. They lived inside people’s heads. And head-based systems don’t scale. They leak.
We built a full HubSpot → n8n → Notion handoff engine with an AI context layer. When a deal closes, the project is created, tasks appear, the client is welcomed, the team is notified, and everything is logged.
“We stopped ‘starting projects.’ Now projects start themselves.” — Ops Lead, Velocity (internal recap)
This is why it holds up when your volume grows.
Source of truth for deals. Webhook trigger at Closed Won.
Orchestration layer. Routing, retries, dedupe, logging. More powerful than Zapier for complex logic.
Delivery OS. Clients, Projects, Tasks, Comms—linked and consistent.
Turns messy deal notes into a crisp project context brief your team can act on.
Instant team notifications when a new project lands.
Polished welcome messages sent automatically. Logged and traceable.
If you’re closing deals but drowning in coordination, this is for you.
You’re not buying “automation.” You’re buying the moment your business stops stalling after Closed Won.
See what “doing it manually” costs you each month.
Where to start. What’s actually broken. What to fix first.
One deal closes. Everything else starts automatically.
The full engine. From deal close to automated reporting.
Built for scale. Custom pipelines. Ongoing optimisation.
If you’re not sure which tier fits: start with the Audit. You’ll walk away with a bottleneck map and a “do this first” plan—whether we work together or not.
Automation should eliminate chaos—not create complexity.
I build internal operations systems for agencies and B2B service businesses—specifically the high-friction moment after a deal closes. The goal is simple: the second revenue is booked, delivery begins.
I work with HubSpot, n8n, Notion, and AI to create systems that are reliable, traceable, and scalable. Not “it ran once.” But “it runs correctly every time.”
If automation isn’t the right fix, I’ll tell you. The goal is operational integrity—not “more tools.”
If deals are closing but delivery starts later, you don’t have an onboarding process. You have a bottleneck.