01 UNITED DIGITAL SYSTEMS LLC · Duarte, California
Run the business, not the admin.
Invoicing, records, onboarding and vendors, set up as one system, written down, and supported by people who answer the phone.
The business, mapped · nothing runs that is not written down
02 Reasons to call
Three situations. One fix.
Any of these is a reason to call.
You have outgrown how you started
- Invoices go out lateOn schedule
- New hire has no onboardingDay one, written down
- Owner does the admin at nightOwner runs the business
It all lives in one person's head
- The office manager left with itDocumented before they go
- Vendors paid when someone remembersOn a schedule
- Year end is a scrambleReady every month
You are the bottleneck
- Every approval waits for youRoutes through a process
- Nothing moves when you are outRuns the same
- A new hire would be lostA new hire has a manual
03 Services
Three services. Rarely just one.
01
Setup
The administrative backbone
Invoicing, recordkeeping, onboarding, vendors and scheduling, set up as one system rather than five habits.
- Built for the business you are, and the one you are becoming
- Every process written down before it goes live
- Owned by role, not by whoever happens to know
02
Scaling
What worked at five, fixed for fifty
Redesigning the processes that got you here but now hold you back, without stopping the business to do it.
- Map how work actually moves before changing it
- Change in stages, old and new running side by side
- Nothing retired until the new way is proven
03
Ongoing management
One number that answers
Running the administrative side day to day on a contract basis. Same people throughout, so nothing depends on memory.
- Billing, records and vendor payments on schedule
- Monthly reporting the owner can act on
- A named person, not a queue
What writing it down actually changes
04 Why writing it down is the product
Nothing runs that is not written down.
Most small businesses run on one person's memory. The day that person leaves, invoices stop and nobody knows which vendor is owed what.
What we hand you
A map of every process, a register of every account and who holds it, and a runbook for the ten things that come up every month.
What that means
You can hire someone new, bring it in house, or change providers, and nothing depends on us remembering.
05 Before work starts
What you sign before we change anything.
Ten items, agreed in writing, before any work begins.
Why item 03 matters most
Listing what we will not touch is how both sides discover on day one, rather than month three, that they imagined different projects.
Why item 08 is unusual
Most providers hold the logins. We write down who holds every one, and you hold the master. Leaving us should never mean losing access to your own records.
Why item 09 is there
Changing how billing runs during month end is how invoices get lost. You name the quiet periods, and we never change a process inside one.
06 How a project runs
Four stages. No surprises.
1
Assess
We map how the business actually runs, including the parts nobody wrote down. Free, no obligation.
2
Statement of work
Ten items, signed. See above.
3
Build in stages
One process at a time. Old and new side by side until the new one is proven.
4
Hand over
Process map, account register, runbook. Your team can carry it without us.
07 Straight answers
Work we refer elsewhere.
Said plainly, so nobody wastes a meeting finding out.
When a spreadsheet is still enough
A very small team with simple needs is better served by off-the-shelf tools. We will say so rather than set up something you do not need.
When the problem is a decision, not a process
If two partners disagree about who owns what, no system fixes it. We name that and step back.
When it is really a hiring question
Some businesses need a full-time operations person, not a contract. If that is you, we say so at the assessment.
08 Questions
Answered up front.
Do we have to change everything?
No. Most engagements keep what works and fix what does not. The assessment tells you which is which.
Who holds our logins and records?
You do. We document every account and you hold the master list. We never hold access you cannot revoke.
Do you run it, or teach us to?
Either. Hand us the day to day on contract, or have it set up and handed over. Both go in the statement of work.
Can we leave?
Yes. The process map and every account are yours from day one, so leaving means cancelling an invoice, not starting over.
Tell us what you have. We will map it.
The assessment is free and takes about a week. You get the process map either way.