OPERATE · VAULT BUSINESS SOLUTIONS
Business Operations Setup
One connected backend for the way your business runs: enquiries, clients, quotations, invoices, jobs, files, templates and dashboards, designed and built by Vault in 7 working days.
The business runs on spreadsheets, chats and one person’s memory.
Enquiries are in WhatsApp, quotes in Word, invoices in another tool, job details in a spreadsheet and files in someone’s downloads folder. Answering a simple question (what is outstanding, who is working on what) takes an hour.
As the business grows, the gaps multiply and the owner becomes the bottleneck.
A clear operating system the whole team can run.
Vault maps how work flows through your business and builds a connected system for each stage, on platforms you already use or can adopt affordably.
- Every enquiry, client, quote, invoice and job in a defined place
- A file structure everyone understands
- Templates that standardise how work goes out
- A dashboard showing the state of the business
Who the Business Operations Setup is for
Growing service businesses
Contracting, facilities, events, consulting, agencies and trades.
Owner-dependent businesses
Everything goes through the founder and it is slowing growth.
Teams of 3 to 50
Enough people that informal coordination has stopped working.
Businesses preparing to scale
You want systems in place before adding headcount.
What Vault builds for you
Every item below is part of the Business Operations Setup package scope.
- Operations mapping workshop
- CRM or enquiry tracking structure
- Client database with standard fields
- Quotation workflow and template
- Invoice workflow and payment tracking
- Project or job tracker with status and owners
- Shared file and folder architecture
- Operational templates: job sheet, checklist, handover and report
- Operations dashboard
- SOP framework and index with 3 starter SOPs
- User access and permissions
- Team training session
What you receive at handover
- A connected operations system
- Standard templates for core documents
- A shared file structure
- An operations dashboard
- SOP framework, training session and recorded walkthrough
Not included in this package
- Platform licence fees
- Accounting, bookkeeping or tax advice
- Custom software development
- Migration of large historical datasets beyond an agreed sample
Need any of these? Ask when you start the project and we will quote it alongside this package.
From start to handover in 7 working days
The delivery clock starts once payment is received, your intake form is complete and the content, assets and access listed below have been supplied. Approvals and verification controlled by third parties (for example Google, Meta, domain registrars or payment providers) follow those providers’ own timelines.
- Day 0–1
Operations workshop
We map how enquiries, quotes, jobs, invoices and files currently flow.
- Day 2
System design
We design the structure and agree the platforms and fields.
- Day 3–5
Build
Trackers, workflows, templates, folders and the dashboard are built.
- Day 6
Testing and data
The system is tested with real examples and starter data is loaded.
- Day 7
Training and handover
Your team is trained and you receive the walkthrough and SOP index.
Client inputs
Once you start, you receive a short intake form. Delivery runs on schedule when these are ready:
- A 2-hour operations workshop with the owner and key staff
- Examples of current quotes, invoices, job sheets and trackers
- Access to your email, cloud storage and any existing tools
- A list of users and their roles
- Decisions on platform choice within the first two days
Excluding VAT. Third-party subscriptions billed separately.
- Delivered in 7 working days
- One consolidated round of revisions included
- Everything set up in your name and handed over
- Recorded walkthrough of how to use it
The starting price covers the scope described on this page. Larger requirements are quoted before any payment is taken.
What happens after you start
- Within 1 working day
Confirm the fit
We review your request, confirm the package and scope are right for you, and send the invoice and intake form.
- Day 0
Payment and intake
You pay the invoice and complete the intake form, then share the content, assets and access listed on this page.
- Delivery clock running
We build
Vault produces, quality-checks and presents the work for your review on the stated timeline.
- Final day
Handover
You receive everything, with access, a walkthrough and a recommendation for the next system worth adding.
Business Operations Setup questions
What platforms do you build on?
Usually Google Workspace or Microsoft 365 plus a CRM or work-management tool such as Zoho, HubSpot, Monday.com, Airtable or ClickUp. We choose what fits your size and budget.
Do we have to change our accounting software?
No. We connect to your existing accounting setup where possible, or recommend one through the Invoicing & Payment Collection Setup.
Is this the same as the Complete Business Infrastructure Build?
No. This package covers internal operations. The Complete Business Infrastructure Build combines operations with digital launch, sales, HR and documentation.
How do you make sure the team uses it?
The system is designed around how your team already works, kept as simple as possible, and handed over with training and written procedures.
Packages that work with this one
Business Dashboard & Reporting System
A live dashboard of the numbers that matter: sales, pipeline, jobs, cash and team activity.
Automation & Workflow Setup
Forms, notifications, approvals and document routing that run automatically.
SOP Development Package
Up to 10 clear, branded standard operating procedures your team can actually follow.
Project & Job Tracking System
Every project or job tracked from booking to completion, with owners, deadlines and status.
Invoicing & Payment Collection Setup
Invoicing software, VAT-ready templates, online payment links and automatic reminders.
Complete Business Infrastructure Build
Vault designs and builds your entire business backend: digital, sales, operations, HR and documentation.