Four phases over the next nine-ish months — built to give your team back the time they spend copying-and-pasting, so they can spend it on the work that actually moves the needle.
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Phase 16–8 weeks
01 — Lead Engine
Software that finds and scores leads for you.
The goal: ~25 qualified leads per day per rep, sorted by your team's actual signals. Where those leads come from — FSBO scrapes, an MLS feed, something else — is something we'd figure out together once we've watched how your reps qualify today. Reps stop building lists by hand; the work is already sorted when they sit down.
How we'd build it
Interview (~1–2 weeks) — three things happen in parallel:
Over the shoulder with a sales rep (or a pool of 2–3 if their approaches differ), recorded. We watch how they qualify leads today and which signals they actually look at.
A working conversation with you and Heather — what data points do you sometimes act on but don't always have time for? What signals would move the needle?
Lever research on what makes a good lead in the home-staging industry — public data + competitive analysis.
Wiring (~3 weeks) — once we know what good looks like, we wire it up: a lead source (we'd figure out the right one together), a scoring model, a standalone UI your team can use right away, and ingestion into HubSpot as the eventual destination.
Testing + audit loop (~2 weeks) — reps score the scores. "I'd have rated that higher / lower." Feedback flows back into the model and it gets sharper.
What we need from you
A pool of 2–3 sales reps to observe (if their approaches differ; otherwise one is fine)
Your lead-signal wishlist — what signals do you wish were automatic?
What would you want the lead output to look like? A UI? An email digest? Both? Something else?
Phase 26–8 weeks
02 — Stack Connector
Stop the four-system copy-paste.
When a deal closes in HubSpot, the rest of the stack updates automatically. No one re-types a customer's name in four screens.
The five systems we'd connect
HubSpotCRM, deals, contacts
Trellojob lifecycle
QuickBookscustomers + invoices
Tituspay-at-close checkout
Stageforceholdout — see below
How we'd build it
Interview (~1 week) — Over the shoulder with Heather or Brian. Watch the exact copy-paste flow today — every screen, every click.
Wiring (~3 weeks) — HubSpot ↔ Trello (job lifecycle). HubSpot → QuickBooks (customer + invoice draft). HubSpot ↔ Titus (pay-at-close checkout, if your merchant account is live).
Testing (~2 weeks) — End-to-end runs; fix the misalignments.
A note on Stageforce
Stageforce stays manual until Phase 4. If we can build something — maybe a once-a-day CSV export job that bridges Stageforce into the rest of the stack — that's a nice-to-have. It'd be a little janky, but better than full manual. We'll see when we get there.
What we need from you
QuickBooks — we're assuming Online; just confirming you're not on Desktop
Titus merchant status — is your account live?
Time with Heather or Brian on screen (we record the copy-paste flow)
Stageforce admin tour — what's actually in the CSV export menu?
Phase 33–3.5 months
03 — Custom Views + Reports
The right view, for each person.
You see margin, pipeline, location performance. Heather sees utilization, on-time rate, transfer backlog. Crew leads see today's jobs. Each role gets a screen that surfaces only what matters to them — pulling from everything Phase 2 connected.
Examples of data points we'd want to capture
These came out of the April 9 discovery session. What's actually most useful to you is what we'd lock in during the Interview phase — this is the starting palette, not the final menu.
Inventory items
Unique tag ID + manufacturer item number
Photos (stock + real staged shots)
Dimensions, color, texture, material
Tier (Quick Flip / Essentials / Signature / Luxe)
Category (sectional, loveseat, lamp, decor…)
Style tags (transitional, themed, anchors vs floats)
Status (warehouse / staged / in transit / repair / sold)
Current location (which warehouse, house, or truck)
Wholesale cost, date acquired, condition history
Per-item usage history
# times staged, by tier, by builder, by property type
Reuse rate %, last used date
"What it was paired with" — collection memory
Staging job
House address + sqft + property type
Builder / client / listing agent
Tier of staging
Stage date, destage date, renewal cycle
Items used (linked to inventory IDs) — the "collection"
Before / after / destage photos
Crew assigned + on-site hours
Linked HubSpot deal + Titus invoice
Geo coordinates
Warehouse + crew + renewals
Multiple locations (Orlando, Tampa, TX, future)
Inventory by tier / category / status
Cross-warehouse transfer log
Crew check-in/check-out per project (geo-located)
Drive time vs on-site time
Renewal cadence per home + notification log
Client response capture (currently scattered)
Reports the discovery session called for
Real-time inventory snapshot by warehouse, tier, category, status
3-week destage forecast (from 90-day rolling rate)
3-week proposal close forecast (from historical close rate)
Net inventory available 3 weeks out
Wholesale buy list — fills the supply gap ahead of time (Heather: saves 30–40% on COGS)
Furniture usage tally — most / least used, by tier, by builder
Interview (~3 weeks) — Sit with you, Heather, and a crew lead. "What are the top 5 things you want to see at a glance?" Reference the 18-report inventory from our April 9 session.
Wiring (~6–8 weeks) — Pull data from everything Phase 2 connected. Per-role dashboards. Heather's wholesale buy-list (the 30–40% COGS savings number she mentioned).
Testing (~3–4 weeks) — Iterate per real feedback.
What we need from you
What would your dashboard look like? The things you want to see at a glance.
What would Heather's dashboard look like?
What would a crew lead's dashboard look like?
Which of your existing reports actually get used?
Phase 43–3.5 months · dream proposal
04 — A Replacement for Stageforce
The most ambitious phase. An experiment.
This is the dream — something we'd like to try. Not a promise. The goal: a system shaped around how you actually run staging — multi-warehouse, RFID-ready, built for the way your team works today and where you're headed next.
A checkpoint, not a commitment
By the time we reach Phase 4, we'll have been working together roughly six months. Before we kick this off, we'll sit down together and decide whether we still want to try it. If yes, we go. If no, no harm done — Phases 1-3 stand on their own.
We'd take what we've learned about your operations, your data, and the way Heather thinks about inventory, and try to shape a replacement around it — built for the way you run staging, not the way a generic SaaS thinks you should.
What we'd need (if/when we kick off)
A walkthrough of Stageforce with Heather (recorded) — what it does well, where it gets in the way
A look at whatever export Stageforce gives you — fields, photos, tag mappings
Your Stageforce contract end date, so we can plan a clean cutover window
A casual audit of your RFID hardware — tag types, scanner inventory, where Wi-Fi reaches in the warehouses
05 — Side Quest
Capturing Alyssa's knowledge as we go.
Not a phase. Not a chatbot promise. A small, background side-task we'd start in Phase 1 that quietly builds a searchable record of how Alyssa makes design calls — so that knowledge stops living in one person's head.
What we'd do
Every time Alyssa makes a design call — "this set works for this tier," "this anchors that room," "we'd pair this with that" — we'd log it. Markdown files in a structured library, or a small searchable database, depending on what she's comfortable with.
You accumulate her playbook as you go. No big interview project. No upfront overhead. Just background capture that compounds over the nine months.
At the 9–10 month checkpoint, if there's a clear path to turn the corpus into something more — a tool, a tier handbook, an onboarding doc for new designers — bonus. If not, you still own the captured knowledge as a permanent asset.
What we'd need
A short conversation with Alyssa about how she'd want to log — voice memo? quick text? a small UI? — and how it fits into her day without slowing her down
A few example design calls from recent jobs to anchor the schema (what we'd capture per entry)
Permission to revisit at the 9–10 month checkpoint — what's there? what would you do with it?
One question to start
What do you wish you had from Alyssa? If a tool captured her ongoing decisions, what would you actually do with it?
Notes — Anything else
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