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How we work

A consulting engagement,
not a software install.

Every engagement follows the same four phases. Scope is agreed in writing, decisions are explained in plain language, and it's always clear what's happening and why.

Phase 1 · Assess

We start with what's actually happening now.

It begins with a short introductory conversation. If it makes sense to keep going, we look through the parts of the day-to-day that most often cause work to slip: how calls are handled, how quickly leads get a response, how quotes are followed up, how appointments are scheduled, and how invoicing moves. You get a written summary of where time and revenue seem to be getting lost, in an order that makes the first decisions straightforward.

What you get

  • A short written summary of what we found
  • A basic map of how work moves through the business today
  • A recommended order for what to address first

Phase 2 · Design

We translate the recommendation into something specific.

The summary turns into a concrete plan: which workflows change, what each one does, in what order, and where a person needs to stay in the loop. Everything is written down and reviewed with you before anything is built. If a piece doesn't make sense for the business, that's the moment to change it.

What you get

  • Written conversation flows in your wording
  • A simple diagram for each workflow
  • Clear points where a person reviews or approves

Phase 3 · Build

We configure it, integrate it, and test it before customers see it.

We set up the pieces we agreed on — the answering flow, the pipeline, the booking, the review and invoicing steps — and connect them to the tools already in use. Before anything goes live, we run it against real examples so the first customer conversation isn't the first real test.

What you get

  • Setup configured for your business, not from a template
  • Integration with the tools you already have
  • Test runs against real scenarios before go-live

Phase 4 · Ongoing support

We stay available once it's running.

Once things are live, we stay on for the adjustments a business always ends up needing. Each month, we look at what the setup is doing, note what's working and what isn't, and make changes as priorities shift.

What you get

  • A monthly look at how things are running
  • Adjustments as the business changes
  • A direct line to the person who set it up

How we protect the outcome

Four commitments we make on every engagement.

These are the things we put in writing before starting, and the things you can hold us to once the setup is running.

Scope agreed in writing before the work starts

The scope, timeline, and cost are documented before anything is built. Changes get discussed and written down before they happen.

Approval before anything goes live

Every conversation flow, workflow, and handoff is reviewed with you before it touches a customer. Nothing turns on without your sign-off.

A person stays in the loop where it matters

We build in specific points where a real person reviews, edits, or overrides the automated part. Automation earns its way to more autonomy over time.

One team, one point of contact

The people who scope the work are the same ones who build and support it. No account-manager relay, no handoff after signature.

What it looks like in practice

A defined project, then a monthly amount to keep it running.

The assessment and setup are priced as a defined piece of work. After it's live, there's a monthly amount to keep the setup running and to cover ongoing adjustments. Scope and cost are agreed in writing before starting. If the monthly arrangement stops being worth it, it can end.

Benchmarks we design against

The numbers a setup is expected to hit.

These are the industry benchmarks and internal targets each Vine Reach Solutions setup is measured against — the standard a system has to meet before we call it live, and the reference point we come back to in the monthly review.

78%
of customers buy from the first company that responds

Vendasta lead-response research. Our systems are built to answer inside the first minute, every hour of the day.

391%
lift in lead qualification when replies land within 1 minute

Harvard Business Review (2011) — 'The Short Life of Online Sales Leads' (Oldroyd & Elkington), based on Kellogg/MIT data via InsideSales. Our target for AI receptionist and text-back workflows is < 60-second first contact.

< 24 hrs
from missed call to recovered conversation

Every missed-call and after-hours enquiry is captured, texted back, and either booked or escalated to a human the same working day.

4 weeks
typical time from kickoff to first workflow live

Assess → Design → Build & Test → Operate. Phase 1 delivers a written roadmap in the first week; Phase 3 puts the first workflow into production inside a month.

100%
of automations reviewed by a human before go-live

No workflow, message, or hand-off touches a customer without your written sign-off. It's a commitment, not an aspiration.

Start with a conversation.

A short introductory call. We'll listen to how the business runs today and give you a straightforward read on whether we're the right people to help.

Book an introductory call

Keep exploring

Curious what a first-phase assessment would surface?

Most owners start by looking at the number they're leaving on the table, then map it back to a specific service.

Free tool · 60 seconds

What are missed calls costing you?

Enter three numbers about your call volume and average job value. The tool returns a monthly and yearly estimate of the revenue those unanswered calls are likely worth.

Run the calculator

Services

The problems we work on with owners

A short catalogue of the eleven engagements we run, grouped by where in the business the work usually sits — the phone, the pipeline, the website, reviews, and follow-up.

Browse services

Owner FAQ

The questions owners usually ask first

Pricing, timelines, ownership of the setup, and what changes on the day it goes live. Written the way we'd answer them on a call.

Read the FAQ