I Use 64 Tools To Run My $3M Per Month Business (Copy Me)

SUMMARY

Business owner of Viral Coach shares 64 tested tools across departments for scaling his $3M/month marketing agency, emphasizing efficiency and migrations to robust platforms like HubSpot.

STATEMENTS

• The business employs 64 tools refined over two years to manage operations from funnels and video scripting to sales and client management.
• Sales team uses Dialer.io for outbound calling, migrating from Kixie, integrated with HubSpot for seamless automations.
• Fathom Notetaker replaces Google Suite for instant call recordings, transcriptions, and AI-powered search to quickly reference client discussions.
• HubSpot CRM handles texting, calling, and hundreds of automations, outperforming GoHighLevel which couldn't scale beyond $3M/month revenue.
• Slack serves as the central communication hub for the entire 100-person team, with over 50 internal channels and hundreds of client-specific ones.
• Airtable tracks client payments and statuses for HR/finance, helping monitor delinquencies and program pauses.
• HiBob manages payroll and HR data, selected after evaluating 20 options for comprehensive employee handling.
• LinkedIn Recruiter sources talent, with open positions for smart hires in a value-exchange employment model.
• QuickBooks reconciles bank accounts and prepares financial statements for IRS compliance and accountant review.
• Marketing team relies on Facebook Ads Manager for ad spend and Loom for client communications via video messages.

IDEAS

• Migrating to specialized tools like Fathom Notetaker saves hours by providing instant AI-searchable call transcripts, reducing manual review time.
• Over-reliance on GoHighLevel led to performance bottlenecks at scale, forcing a switch to HubSpot for handling complex automations without hardware upgrades.
• Custom AI wrappers like Dart generate hundreds of ad scripts monthly from client profiles, amplifying output with minimal human input.
• Frame.io streamlines video production feedback loops between teams and clients, ensuring iterative improvements without direct access risks.
• Building a proprietary GPT API with a large context window, costing $20-30K, delivers superior scripting based on internal data, far beyond public tools.
• Text expander shortcuts automate repetitive client messages for onboarding and gear setup, cutting communication time dramatically.
• Vista Social enables password-free social media management, reducing security risks while providing analytics and posting capabilities.
• Backup re preserves immutable Slack transcripts to counter potential client message edits in disputes, safeguarding legal integrity.
• Diversifying review platforms like Clutch, G2, Glassdoor, and Trustpilot captures feedback in client-preferred formats for broader credibility.
• Personal workflows centered on Google Sheets and Docs, despite advanced tools, prioritize simplicity and real-time collaboration.

INSIGHTS

• Scaling businesses must prioritize tools that support exponential automations without compromising speed, as legacy systems like GoHighLevel fail under high-volume demands.
• Custom AI integrations, though initially costly, yield outsized returns by leveraging proprietary data for tailored, efficient content creation.
• Centralized communication via Slack, augmented by department-specific channels, fosters organization across large teams while enabling direct client engagement.
• Legal protections like immutable backups are essential in client-facing operations to prevent retrospective disputes from edited communications.
• Iterative review processes in creative production, facilitated by tools like Frame.io, ensure quality without exposing sensitive access credentials.
• Diversified payment and review systems mitigate risks from single-provider dependencies, enhancing flexibility and trust in high-stakes transactions.

QUOTES

• "You can just copy my entire setup and save yourself the headache of trying to figure out tools that never work or won't scale with your business."
• "Between Zapier and GHL, we literally maxed both of those out on some of our automations, and we had to migrate to HubSpot just to better be able to accommodate some of the really fast automations."
• "This is actually a custom GPT that we have for scripting. It's internal use only... took us like 20 30,000 bucks to build out, but it is amazing."
• "Slack unfortunately allows you to change the text that you had previously submitted in the future... Backup re allows us to pull Slack transcripts automatically, captures the entire conversation in a fixed time."
• "Despite having an incredibly low dispute rate because we were generous enough to our clients to give refunds, Stripe flagged our account."

HABITS

• Constant Slack monitoring: Checking notifications first thing upon waking and last before bed to stay connected with the team.
• Maintaining an always-open Google Sheet tab on the computer for real-time tracking of all personal and business metrics.
• Running all messages through AI tools for refinement, arguing against initial drafts to enhance clarity and conciseness.
• Using Claude primarily for copywriting tasks, importing large data sets to tailor content for specific platforms.
• Relying on Google Docs for all writing due to built-in spell check, integrating it into every documentation process.

FACTS

• GoHighLevel, designed for growing businesses with low costs, fails to handle hundreds of backend automations at $3M monthly revenue.
• Custom GPT development with expanded context windows, built for $20-30K, outperforms standard AI for proprietary scripting tasks.
• Stripe's refund policies flagged accounts for high voluntary refunds, even with low dispute rates, withholding revenues for months.
• Video content compression to 1080p across social platforms minimizes the need for ultra-high editing quality in short-form media.
• HubSpot negotiated superior payment terms for multi-million dollar processors, including integrated contracts and recurring billing flexibility.

REFERENCES

• Dialer.io: Power dialer for sales outbound, with expedited onboarding.
• Fathom Notetaker: AI call recording and search tool.
• HubSpot: CRM and automation platform.
• Slack: Team and client communication hub.
• Airtable: Client tracking database.
• ClickUp: Task management for account teams.

HOW TO APPLY

• Assess current tools for scalability by testing automation loads; migrate to platforms like HubSpot if performance lags at high volumes.
• Implement AI wrappers like Dart for ad scripting: Input client ICP data to generate 60+ variants, then lightly edit for deployment.
• Set up Slack with dedicated channels per client and department to organize 100+ users and reduce email clutter.
• Use Frame.io for video reviews: Upload drafts, gather timestamped feedback from stakeholders, iterate until approved.
• Build custom GPT via API: Hire developers to incorporate proprietary data for enhanced scripting, investing $20-30K for long-term efficiency.

ONE-SENTENCE TAKEAWAY

Copy proven tool stacks like HubSpot and custom AI to scale operations efficiently without trial-and-error pitfalls.

RECOMMENDATIONS

• Invest in custom AI tools early to automate content creation, leveraging internal data for competitive edges in marketing.
• Centralize communications in Slack with client-specific channels to streamline onboarding and task management for growing teams.
• Diversify payment processors beyond Stripe to avoid refund-related flags, negotiating terms for high-volume recurring billing.
• Adopt review platforms like Trustpilot and G2 to collect diverse feedback, building trust without relying on single sources.
• Prioritize iterative tools like Frame.io in production workflows to facilitate client feedback loops and ensure high-quality outputs.

MEMO

In the high-stakes world of digital marketing, where scaling a business to $3 million monthly demands precision and speed, one entrepreneur has distilled two years of trial and error into a toolkit of 64 software solutions. The owner of Viral Coach, a agency specializing in video production and ads, lays bare his operational blueprint—not for affiliate gains, but to attract top talent who can hit the ground running. From sales dialers to AI scriptwriters, these tools span departments, revealing how a near-100-person team navigates client demands without chaos.

The sales pipeline exemplifies ruthless efficiency. Migrating from GoHighLevel's limitations, which buckled under hundreds of automations—necessitating even a faster computer for the COO—the team now thrives on HubSpot's robust CRM. Integrated with Dialer.io for outbound calls and Fathom Notetaker for AI-searchable transcripts, it ensures compliance and quick insights, turning lengthy call reviews into seconds-long queries. Slack binds it all, hosting over 50 internal channels and countless client threads, transforming fragmented updates into a unified command center.

Account management and production form the creative core, where tools like ClickUp replace Airtable's cumbersome reporting for streamlined client progress tracking. Proprietary AI, such as the $20-30,000 custom GPT, churns out mass scripts informed by client data, while Dart refines ad creatives for Facebook's algorithm. Frame.io orchestrates video feedback loops, allowing editors in Final Cut or Premiere Pro to iterate securely without sharing logins. Vista Social handles posting and analytics password-free, mitigating risks in a landscape rife with data breaches.

Operations and tech underscore foresight against pitfalls. Backup re locks Slack histories immutable, countering rare but damaging message edits in disputes. HubSpot's quotes merge contracts and payments, outpacing DocuSign's delays, while diversified processors like Zoho and Affirm enable buy-now-pay-later for B2B deals—sidestepping Stripe's refund scrutiny that once withheld millions. Zapier, though maxed out repeatedly, powers automations, with tech extensions like Ampify scraping competitor reels for strategic edges.

At its heart, this ecosystem champions adaptability: Google Sheets and Docs remain the owner's daily anchors for their unpretentious reliability, even amid flashy AI. As Viral Coach eyes further growth, the message is clear—embrace migrations boldly, customize where it counts, and build with scalability in mind. For aspiring scalers, copying this stack isn't just efficient; it's a shortcut to flourishing in tech-driven markets.