APG Software — Operational Audit

Here's what the audit
actually looks like, Sim.

You've got a team member heading on leave in a few weeks and a CRM that isn't working the way it should. This page walks through exactly how we map that, what we look at, and what you get at the end.

The process

Three phases. Two to four weeks.

The audit maps how your business runs today, calculates where time and money is leaking out, then builds a prioritised plan with real implementation options. Everything is specific to Jet Lag Remedy — not a generic report.

1
Phase 1 — Discovery
We map how your operations actually run

A series of structured sessions where we walk through every part of your business end to end: how new enquiries come in and get quoted, how bookings are managed, how your team communicates with clients, and how your CRM fits into all of it. We document every step, every tool, and every manual process your team touches day to day.

Process mapping sessions Tool & stack inventory Workflow documentation
2
Phase 2 — Analysis
We find where the time and money is going

Every manual step gets costed. We calculate how many hours per week your team is spending on things that could be automated or streamlined — then multiply that by your team's blended hourly rate to give you a real dollar figure. Not estimates. Actual calculations based on your business. We also map out what happens when Gemma is on leave and where the gaps will show up.

Time & waste report Pain point findings Waste calculations
3
Phase 3 — Solutions
You get a prioritised plan and three strategic options

We research the specific tools and automations that fit your business, including what to do about the CRM. Then we present three implementation strategies — from targeted quick wins through to a fully custom platform. You get a priority matrix showing which changes have the highest ROI for the least disruption, so you can decide exactly what to tackle first and what to leave for later.

Solutions overview 3 strategic approaches Priority matrix ROI breakdown
Cleaning operations — where the time goes

What we typically find in businesses like yours

Residential cleaning businesses at your scale tend to have the same pressure points: high enquiry volume, manual quoting, and admin that was always going to break when someone left. The audit confirms or rules out each one.

📥
Manual inbox quoting

Every new enquiry needs a quote calculated and sent back. At the volume you're running, that's a significant chunk of someone's day — and it's the kind of task that completely falls over when the person who knows how to do it goes on leave.

Often 1–2 hrs/day in cleaning businesses at your scale
👤
Single point of failure — admin leave

When a key admin team member goes on leave, the manual processes they carry in their head go with them. The audit documents everything they do so it can be handed over, automated, or picked up by someone else without a drop in quality.

Critical window: next 3 weeks before cover is needed
🗃️
CRM friction

A CRM that doesn't match how you actually work creates double-handling: data entered in one place gets re-entered somewhere else, follow-ups get missed, and the system becomes something people work around rather than with. We'll map what's actually happening and what the right fix looks like.

Most cleaning businesses switch CRM or automate around it
🔔
Post-booking client communication

Once a client books — what happens next? Confirmations, reminders, access instructions, key handovers, post-clean follow-ups. Most cleaning businesses handle this manually or inconsistently. Automation here is usually the first thing clients wish they'd done sooner.

Typically 30–45 min/day in manual follow-up comms
🔄
Recurring client management

Weekly and fortnightly clients have their own admin rhythm: schedule changes, cleans missed, service adjustments. Tracking that manually across a growing client base adds up — especially when the person who tracks it is on leave.

Every schedule change creates 3–5 manual touchpoints
🤖
AI adoption clarity

The audit gives you a clear picture of where AI actually makes sense in your business — not a generic list of possibilities, but specific to how Jet Lag Remedy operates. Which tasks are worth automating, what the ROI looks like, and in what order to implement it.

Most businesses have 5–8 high-ROI AI opportunities sitting untouched
Deliverables

What you walk away with

Every deliverable is a live document inside your client portal. Not a static PDF sitting in someone's inbox — a page you can share with your team, refer back to, and use to guide what you do next.

🗺️
Process map

A visual map of your entire operation end-to-end — every stage, every tool, every handoff. Most clients say this alone is worth the engagement. It's the documentation you'd need if someone walked out tomorrow.

🔍
Findings report

Every pain point and inefficiency documented with context — where it's happening, who it affects, and what it's costing. No vague observations. Specific to how Jet Lag Remedy actually runs.

💸
Waste report

The waste items calculated in dollars. Hours per week × headcount × your blended rate × 52. Sorted by annual cost so you can see where the biggest leaks are first.

⚡
Solutions overview

Specific tools and automations that address each pain point — researched for your industry, your existing stack, and what cleaning businesses at your scale are actually using successfully.

🧭
Three strategic approaches

Three ways to implement improvements: targeted quick wins, a hybrid approach, or a fully custom platform. With costs, timelines, and trade-offs laid out for each so you can make an informed call.

🎯
Priority matrix

A ranked view of every proposed change — ROI vs. implementation complexity. You can see at a glance what to do first, what to save for later, and what's not worth the effort.

Timeline

Two to four weeks, start to finish

The audit runs alongside your normal operations. We work around your schedule and don't need more than a few hours of your time across the whole process.

Week 1
Discovery sessions
Two to three sessions walking through your operations. We map your entire business from first enquiry through to ongoing client management — including your quoting process, CRM usage, and how your team handles leave cover.
Week 2
Analysis and process map
We build the process map and run the waste calculations. You review and confirm the findings — this is where you start seeing the numbers.
Week 3
Solutions research
We research specific tools and automations for your industry, model out three strategic approaches, and build the priority matrix. This includes a clear recommendation on the CRM situation and where AI fits.
Week 4
Presentation and next steps
We walk through the full portal with you and whoever else you want in the room. You decide which approach to take — we scope the implementation from there.
Live example

See a real audit in action

This is an actual audit portal we built for a demo client — the same deliverables, structure, and depth you'd get for Jet Lag Remedy. Click through the process map, findings, waste report, solutions overview, and priority matrix.

Demo Audit Portal
CareBridge Home Services — Full Audit

Process map, findings report, waste calculations, solutions overview, 3 strategic approaches, and priority matrix — all live. This is exactly what your portal would look like at the end of the audit.

View the demo →
No login required
Who you’re working with

A team you won’t find at another tech agency

One founder has presented to audiences of over five million and educates hundreds of thousands through a dedicated research & education branch. The other was CTO scaling systems for some of Australia and America’s fastest-growing companies. Combined: 300+ projects across every major platform your business already uses.

Adam — Founder, APG Software

Adam

Founder, APG Software

YouTube Upwork LinkedIn
100+ projects
60+ reviews

Speaking & Recognition

  • • Presented at the Africa AI Summit in Cape Town — n8n sponsored event with a combined audience of 3.5M+, presenting on this exact audit methodology
  • • Speaker at the AAA AI Event in Sydney, Australia
  • • Appeared on n8n’s official channel, Liam Ottley’s channel (800K+ subscribers), and various other leading AI podcasts
  • • Previously at Lendlease — firsthand experience with enterprise operations at scale
  • • Top 1% on Upwork — Expert-Vetted in the world’s largest freelancing marketplace
Adam presenting at Africa AI Summit in Cape Town

Africa AI Summit — Cape Town

n8n sponsored · Combined audience 3.5M+

Adam speaking at AAA AI event in Sydney

AAA AI Event — Sydney

Australia’s leading AI community event

Adam on podcast

Podcast & Media

Featured on n8n, Liam Ottley (800K+), and more

Patrick — Co-Founder, APG Software

Patrick

Co-Founder, APG Software

LinkedIn
200+ projects
Make.com
Monday.com
HubSpot
Former CTO

200+ projects in process automation and CRM optimisation across Salesforce, HubSpot, PipeDrive, and every major platform. A registered Make.com, Monday.com, and HubSpot integration partner — Patrick doesn’t just know these tools, he’s certified to build on them.

Before APG, Patrick was CTO at Pittsburgh’s fastest-growing solar company, where he built the systems that powered that growth from the ground up. He went on to build operational systems for one of Australia’s biggest TV shows and one of Australia’s biggest solar companies out of Byron Bay — bringing deep, real-world experience in scaling the exact kind of operations we audit.

Patrick's Upwork profile — 200+ projects, top-rated freelancer
What clients say

From the people who've been through it

Every build we've delivered has been on time and scoped. Here's what a few clients had to say.

“Adam genuinely understands the tech, the business side, and how to connect the two. He built our entire platform from vision to MVP — on time, under budget, and exactly how we imagined it. If you need someone who actually delivers, this is the guy.”

Gavin Tye

Gavin Tye

Founder, DealBuddi

“Adam helped us build an MVP — the very first iteration of the app. We needed something built quickly but professionally as a proof of concept. Adam was responsible, great to work with. Communication is so critical in these types of projects. Since the MVP, the app has gone from strength to strength, and we’re grateful for the early support we received.”

Nina Dejmanee

Nina Dejmanee

Head of Product Development, Moment Leader

“Adam has been super helpful in showing me the many options available for creating digital solutions. It’s made a huge difference to my business. Cheers mate.”

Donnie Buchanan

Donnie Buchanan

CEO, Entry Counts

“Adam helped get an MVP up and running — super helpful. Can’t thank him enough. Explained everything so clearly, helped troubleshoot all the problems and explained the underlying logic so I can make it as efficient as possible and not waste any money.”

Joey Ross

Joey Ross

Procore · Ex-Lendlease

“I’m a long-term developer that’s been working on AI concepts for the last few years. APG has been helping me explore the more advanced side of development in our team’s system. Adam is a voracious learner and adopter of any technique or framework that will get the job done — and he is a giver.”

Peter Mole

Peter Mole

Developer & AI Practitioner

“Adam and his team mapped out our entire operation and gave us a clear picture of exactly where we were losing time and money. The process was structured, the recommendations were practical, and the build delivered exactly what was scoped. I’d recommend APG to any founder who wants to move fast without cutting corners.”

Uriel Cantarero

Uriel Cantarero

Founder & CTO

“We got stuck for weeks without making progress on a complex build. Then we came across Adam — within the first 30 minutes going through the code, he identified the issue. I would 100% recommend the APG team. They are well structured, they have a process that works well and the pricing model makes sense.”

Mathew Pretel

Mathew Pretel

CPTO, Alchemis.ai — Ex Google

60+ verified reviews • 300+ projects completed • Rated Excellent on Trustpilot
Case study

What happens when you inject a system behind a team

Flawless Gardens & Landscaping — Sydney’s Northern Beaches

We audited their entire operation and found they were running everything through Excel, phone calls, and Outlook — no CRM, no system for tracking leads or follow-up times, and zero visibility over their pipeline. Here’s what changed.

Flawless Gardens & Landscaping team at work
HM

Hamish M

Operations Manager & Head of Landscaping

July 2025 — Before

$200K/year

70 maintenance contracts

Excel spreadsheets — no modern CRM
No business system — phone, Outlook, and memory
All IP lived in the owner’s head

March 2026 — 9 months later

$2M/year

$200K/month revenue run-rate

15 headcount
5 vehicles on the road
1 system runs the entire operation
One system for Scheduling Timesheeting Invoicing CRM Quoting Takeoffs Proposals Phone Calls Client Comms
flawlessgardens.com.au