WHERE YOU ARE NOW
Half
of every month, Charlotte and Parisa spend most of their day fixing invoices and calming parents.
£1,000
shown as owed by one parent who owes about £250, because part-paid invoices can't be edited.
350
parents emailed at 11pm when subscriptions were cancelled, with no warning to the team.
2 weeks
before a new student reaches the register, so a second Excel register is kept for fire safety.
The current system has a real foundation: one accurate student count, and every child linked to a parent and a bill. But billing and parent communication, the two things it was built to fix, are still your biggest problems.
WHY IT HAPPENED
The information was never the problem. The missing step was turning it into a checked list of what the system must do.
You gave the last build everything: process videos, flow diagrams, and MemberMeister as the benchmark. Nobody turned that into a scenario-by-scenario list of requirements and then checked the build against it. Your new developers will hit the same wall unless that step happens first.
WHERE THIS LEADS
A system your admin team can learn in 20 minutes, that parents actually use, with AI handling the routine work. Built in three phases, each one proven before the next.
PHASE 1 · NOW
System Gap and AI Roadmap
Find every gap, cost it, and set the build order. This is what makes the next two phases possible.
PHASE 2
Spec and screen design
A detailed spec, plus screen designs by Perrie, our UK-based UX/UI designer, so your team and parents find the system easy from day one. Quoted from what Phase 1 finds.
PHASE 3
AI and automation builds
The automations from your roadmap, built once the foundations are right.
PHASE 1: WHAT YOU GET
1The gap map
All 11 areas of the system, from Finance and Attendance to Leads and Queries. For each one: what it must do, what it does now, and what's broken or missing, with each gap costed in staff hours.
2The AI and automation roadmap
Where AI and automation will save your team the most time, ranked by hours saved, with what has to be fixed first for each one to work.
3The build order
What your developers should do first, second and third, so they start with what costs you most. Ready to hand straight to them.
4Bonus: developer handover
A 60-minute session with your development lead to walk through the findings and the build order, so your developers start from a clear plan, not a rough outline.
How it's done: your process videos, my own login to the system, a review of MemberMeister, and two 90-minute workshops with Charlotte, Parisa and the team. It finishes with a 60-minute walkthrough of every finding with you and Charlotte.
THE KIND OF AI OPPORTUNITIES WE'LL ASSESS AND COST
For each one, we check what data it needs, whether your system can support it today, and how many staff hours it would save. Nothing is built in Phase 1.
Parent messages
One shared inbox in place of a shared WhatsApp, with AI sorting messages and drafting replies, so nothing gets missed.
Failed payments
When a direct debit fails, the finance figures update on their own, so the numbers you see are the money you have.
Registers
Generated every day, including makeup sessions, and always current. No second register.
Enquiries
Automatic follow-up with families who enquired but haven't enrolled yet.
Common questions
Parents get instant answers to routine questions, without taking staff time.
Fixes come before AI. AI on top of broken billing data just automates the errors. The roadmap says exactly what has to be right first.
INCLUDED
The gap map, the AI and automation roadmap, the build order, two workshops, the findings walkthrough, and the developer handover. Everything is yours to keep and to share with your developers.
NOT INCLUDED
Changes to the system or bug fixes, building or managing developers, and legal or data protection advice.
INVESTMENT
£3,500
Fixed fee, paid in full upfront. No hourly billing, no monthly fees.
TIMELINE
3 weeks
Billing and comms findings first, in week 2. The full map and AI roadmap in week 3. Your developers can start on the issues you already know about in the meantime.
FROM YOU
A named login to the system, the process videos, and two workshop slots with Charlotte and the team.
THE WIN-BACK GUARANTEE
If the roadmap doesn't identify at least 20 hours a month of staff time your team can win back, I'll refund the fee in full, and you keep everything.
This offer is open until 1pm on Monday 5 October, so the work can start before your developers do.
