Your operations shouldn’t depend on you.
Custom onboarding systems and automations that let online businesses run on autopilot.
The problem
Most online businesses are losing clients they already won.
You worked hard to close the sale. The real risk isn’t acquisition — it’s what happens in the first seven days after someone says yes.
Your new client goes quiet
They just paid — and now they're waiting. No portal, no next steps, no momentum. First impressions are already broken.
You're writing welcome emails at midnight
Every new client means another round of manual tasks only you can do. You didn't start a business to be a personal assistant to your own process.
Clients churn before they see results
A disorganized first week erodes trust before the work even starts. Most clients who leave early do it because the onboarding felt chaotic — not because the service was bad.
You're the bottleneck in your own business
Onboarding lives in your head. That means you can't take a vacation, you can't scale, and every new client is a new fire to put out.
What we build
The Onboarding OS — and the systems around it.
We start with the core: a fully automated client onboarding system. Then we layer in whichever operations modules fit your business best.
Onboarding OS
A complete, automated onboarding system — welcome sequences, scheduling, contract signing, portal access, and kick-off materials — deployed in 10 days.
- Automated welcome email + SMS sequence
- Scheduling & calendar automation
- E-signature contract flow
- Client portal setup
- Kick-off doc delivery
- Progress tracking & check-ins
Available add-ons
Lead-Gen Engine
Capture, qualify, and follow up with leads automatically — so no opportunity falls through the cracks.
AI Receptionist
A trained AI assistant that answers client questions 24/7, branded and customized to your business.
Inbox Triage
Auto-label, prioritize, and draft replies to your most common emails before you open your laptop.
Review & Follow-up Bot
Automatically request testimonials and re-engage past clients at the right moment.
Pricing
Straightforward pricing. No surprises.
One-time setup fee to build the system. Monthly retainer to keep it running, maintained, and improving. Cancel anytime.
Starter
Best for solo coaches and consultants just getting started with automation.
- Onboarding OS — full setup
- 10-day delivery guarantee
- Automated welcome email + SMS
- Scheduling & e-signature flow
- Client portal setup
- 5+ hrs/week saved guarantee
- 30-day post-launch support
Growth
Best for growing businesses ready to automate their full client experience.
- Everything in Starter
- 1 add-on module of your choice
- Custom integrations & CRM sync
- Priority support (24hr response)
- Monthly strategy check-in call
- Branded client-facing materials
- Onboarding analytics dashboard
Scale
Best for agencies and high-volume businesses that need a full ops system.
- Everything in Growth
- 3 modules of your choice
- White-glove, concierge setup
- Dedicated Slack channel
- Monthly optimization calls
- Quarterly system audit
- Custom SLA & priority SLAs
All plans include a free 15-minute discovery call. No commitment required.
About the founder
Built on sales, obsessed with systems.
Gabriel Kauffmann built his first system at 21. Two years coaching online, then roofing sales — different worlds, same pattern. The people who won weren’t the ones working hardest. They were the ones with better systems behind the work.
The systems were always the most fun part. Not the calls, not the pitches — the back-of-house mechanics that made everything actually work end to end. That’s where the real problems hide, and where the real wins come from.
Kauffmann Ops is what happens when you take that obsession and point it at online businesses that deserve a back office running like a top-tier company — onboarding, follow-up, inbox, lead-gen, all of it. Built once, running forever.
FAQ
Common questions.
The Starter plan comes with a 5-hour-per-week guarantee. Track your onboarding hours before we start. If you're not saving at least 5 hours a week on client onboarding tasks within 30 days of launch, we work for free until you are.
The Onboarding OS is delivered in 10 business days from our kickoff call. Add-on modules take an additional 5–7 days each. We work fast because we've built these systems before — we're not figuring it out on your dime.
We build on tools your clients already know — or won't need to log into at all. Typical stack includes Make (Integromat), Notion or Airtable for portals, Calendly for scheduling, DocuSign or similar for contracts, and your existing email platform. We work with what you have and recommend only what's necessary.
No. That's the point. We build it, we document it, and we hand you a system you can manage with basic computer skills. If something breaks or needs updating, that's what the monthly retainer covers — you call us, not a YouTube tutorial.
We do a 15-minute discovery call before anything is scoped or priced — specifically to make sure your business is a fit for what we build. If we think it won't work, we'll tell you. If we take the project and something isn't performing after 30 days, we fix it at no additional cost.
The monthly fee covers ongoing maintenance (if a tool updates and breaks something, we fix it), monitoring, and one optimization request per month. For Growth and Scale plans, it also includes strategy calls and priority access. You're not paying for a set-and-forget system — you're paying for one that keeps working.
Not currently. The retainer exists because automations break. Tools update their APIs, workflows change, and a system with no maintenance is a system that silently fails. The monthly fee is what keeps your onboarding actually working six months from now.
We specialize in online businesses: coaches, consultants, agencies, and course creators. If you sell a service or expertise online and you have at least one recurring client type, you're a fit. We don't work with e-commerce or physical product businesses — our systems are built specifically for knowledge and service businesses.
Ready to fix your first week?
We’ll map out your current onboarding, identify exactly where clients are falling through the cracks, and show you what a fixed system looks like. No pitch. No pressure.
Book your free call15 minutes. No obligation. No pitch.