· Operator / Lead follow-up systems

Vinicius Westerhof

I build lead follow-up systems for coaches and solo founders — so more of the leads you already have turn into paying clients.

ABOUT

For 10+ years, the CRM was mine. The leads were mine. When a handoff broke, I lost the deal — not a client's deal.

I work the way operators work — find where the lead path leaks, fix the smallest set of things that stops the bleeding, then strengthen the rest only if it pays. No platform-of-the-week. No automation theatre. The mechanism either delivers the next conversation or it doesn't.

The specialty is the slice between someone raising their hand and them booking or paying — routing rules, ownership, response timing, qualification, onboarding handoffs, and the email and notification scaffolding around all of it. This is where most solo operations leak, and the leak is usually invisible until you go looking.

I'm not a consultant who learned this configuring someone else's system. I learned it because the cost of getting it wrong was my own revenue, every month, for a decade.

The proof on this site is real systems I built and ran for my own ventures, plus the diagnostic format and workflow presentation you'd actually receive. No invented metrics. No client logos I haven't earned. You'll see exactly what you'd be buying — and if a $200 audit tells me your system only needs minor cleanup, I'll say so directly.

Vinicius Westerhof

// SCOPE

Engagement depths

Three depths of intervention on the same lead path.

Audit

Lead Follow-Up Audit

A compact diagnostic when the lead path is leaking and the next fix is unclear. I walk the path end to end — intake, routing, ownership, response timing, qualification, handoff — and return the smallest useful set of repairs.

You receive a written diagnostic with annotated screenshots, a prioritized fix list, and a recommendation on what you can run yourself vs. what's worth scoping.

If the audit shows your system only needs minor cleanup, I'll tell you directly — no upsell.

1 WEEK · $200

Setup

Lead Routing & Onboarding Setup

A scoped implementation when the broken part is already visible. I rebuild the routing rules, ownership logic, response triggers, and onboarding handoffs so the mechanism runs without depending on you remembering it.

Days 1–2: discovery and scope confirmation. Days 3–5: configuration and testing, sandboxed where the tool allows it.

Days 6–7: live cutover, written documentation, and a 30-day support window for the edges that only show up in production.

1 WEEK · FROM $650

Full system

Full Lead Follow-Up System

The full intervention when diagnosis, routing, follow-up sequences, and reporting all need to be handled together.

Week 1: audit and architecture — full diagnostic, decisions on what gets rebuilt versus retired, sequence and notification design.

Week 2: build and document — routing, sequences, notification rules, a dashboard for the metrics that actually matter, and a written runbook so the system isn't trapped in my head.

You receive a documented mechanism you can run, hand off to a future operator, or extend without rebuilding.

2 WEEKS · FROM $1,200

THE OPERATING SURFACE

Every stage where a lead leaks.

The ten systems on this page, arranged by where they sit in the lead path — from first contact to a record you can trust.

If any of that sounded like your pipeline, let's talk.

You've seen the systems, where each one leaks, and exactly what you'd get. There's nothing left to pitch.

When you want the leak measured instead of guessed at, the audit is the front door — and I'm one email away.