How a Google Ads specialist increased her conversion rate by 18% with streamlined systems

THE CHALLENGE: “I was becoming a little self-sabotaging and unconfident on these discovery calls.”

Olivia had carved out a successful niche working with service providers across the US, typically local businesses, managing their Google Ads campaigns. After years on the agency side and white labeling for others, she’d finally stepped out on her own in 2023.

But going solo meant doing something she’d never done before — discovery calls. And that’s where the cracks started to show.

She had the expertise. She knew she was good at what she did. But when prospects asked about her process, her timeline, or her availability, she didn’t have clear answers.

“It became evident that a lot of the lack of confidence that I had on those calls was due to me not being very clear about my process, the timelines, and my availability.”

Behind the scenes, things weren’t much better. She’d hired someone to set up Dubsado early on, but her systems lacked a bit of completeness and ease of use. 

“It just didn’t seem to take into account both my experience and the client’s experience.”

Olivia wasn’t using her workflows and automations like she should have – out of fear that something would go wrong and because she didn’t know what was even possible.

THE TURNING POINT: “I ended up wanting to completely redo my Dubsado.”

Her VIP Day clients were getting bombarded with emails. And with her retainer clients, she was onboarding them manually, every single time. 

It was unsustainable, unprofessional, and eating up hours she didn’t have.

Olivia came across Ashley through the Dubsado facebook group where she saw the latter provide genuine and helpful recommendations. 

But she still had hesitation. She’d already spent money on a Dubsado setup that didn’t deliver, especially because she still wasn’t clear what she wanted from that week. 

“I had already spent, what at the time, was a lot of money for my business, and was worried I would struggle to articulate — and if Ashley was going to understand and deliver — what I really wanted. “

But the Systems Sprint looked like the right option for her at that time, since it was a more consolidated container that would allow her to focus on and improve on one thing.

THE PROCESS: “ Just bring her your dirty mess and Ashley will fix it up while doing it right.”

The Systems Sprint wasn’t just redoing Olivia’s Dubsado and cleaning it up. It was a complete rebuild of Olivia’s client experience — from first contact to monthly emails she’d need to send her retainer clients.

Step 1: Short Intake Form

When Olivia booked her Sprint, she was immediately handed over the next steps, clearly laid out for her. 

“There was no hunting around for documents or creating new accounts, which I absolutely hate doing.”

All Olivia needed to do was fill out the goals she wanted — whether it was creating a hub that handled the necessary metrics, cleaning up and streamlining her workflows, and help her figure out her booking and onboarding process — along with account details.

Step 2: Ashley comes in with a plan of action

The form is thorough enough that extra calls aren’t needed. Based on Olivia’s goals, Ashley came in with a plan of attack and set out specific deliverables, organized it by urgency, and set it up in a table so that Olivia could see each being tackled through the week.

“With Ashley, it was so easy because she has complete expertise over these tools. 

It also helps that she had such good insights and suggestions into what it’s like to be a service provider who works one on one with clients.”

Step 3: All her goals, tackled in one week.

Once the plan was approved, Ashley set out to:

1. Create fresh workflows and rebuilt her Dubsado setup from the ground up.
2. Make sure that Olivia no longer had to manually invoice or chase down payments from her retainer clients. 
3. An elevated client-facing experience with a brand new designed services guide, proposal template, and a welcome guide – that also made upselling a lot easier. 
4. Set up and synced her Airtable bases so that Olivia could see her entire business at a glance: lead tracking, project management, client records, and financial metrics all in one place.
5. Changed up her onboarding process so that prospects could move from proposal to signed contract to paid invoice with ease. Her VIP day clients were also set up on a much more streamlined workflow, with fewer emails than needed.

Step 4: The Handover + Knowledge Transfer

The whole process is collaborative and made as easy as possible for the client. 

“It didn’t feel like she was ever trying to gatekeep anything to institute the whole ‘stretch it and upsell it’ business model. I felt like we were on the same team.”

And with her deliverables, also came a resource hub so that Olivia could move forward with her new system confidently.

“Ashley wanted to empower me and educate me so that I could do things on my own, so that I wouldn’t be reliant on her for everything.”

Step 5: Immediate implementation.

Unlike her previous Dubsado setup, Olivia could use everything Ashley built right away. No learning curve. No confusion. Just a system that worked from day one.

THE RESULTS: “Within a month, I landed my biggest client ever.”

For the first time since going solo, Olivia felt confident. And that confidence changed everything.

1. She landed her biggest retainer client within a month of her Sprint.

And that client still works with Olivia. It’s their biggest retainer to date, with their ad revenue over 2.5 million dollars.

Before working with Ashley, Olivia would never have had the confidence to take on such a large client. But with her systems all set up and clarity on her process, she could finally show up as the expert she was.

“It’s a playing field I never would’ve been able to tip toe around. 

But because I had all of my things squared away, I felt really confident coming in and taking a big swing at it.”

2. In the last year, she’s seen a 40% revenue increase

Within a year of the Systems Sprint, Olivia’s yearly revenue jumped by 40%. Her average client value more than doubled.

“It’s 100% attributed to the fact that I am now able to get on calls and be a lot more clear. 

That, along with the clarity in my processes and availability, has made me a lot more confident in the value I provide to my clients and being able to demand the prices that I should be asking for my services.”

3. 18% increase in conversion rate.

With streamlined systems and a professional onboarding experience, more prospects were saying yes. Olivia’s conversion rate has increased by 18% in the last year — tracked in the Airtable hub Ashley built for her.

“I have so much clarity around my offers and processes now which has given me 10X confidence on sales calls.”

4. Clients who rave about the experience.

Her clients have a fantastic experience and they all call it out.

“Even today, they all say the same thing, ‘Oh my god this was so easy. I love that I could just go from proposal to signing the contract, paying the invoice and then everything is fed to me.’” 
And when those clients ask how she does it? “Call Ashley.”

WHAT’S NEXT FOR OLIVIA

Olivia continues to work with Ashley, refining her systems as her business evolves. She’s expanded her service offerings, introduced one-off services with smooth offboarding-to-rebooking workflows, and built a referral engine fueled by clients who love working with her.

But the biggest shift? She’s no longer second-guessing herself.

“If I am unclear about something, I get real hesitant about my next moves. That clarity that Ashley has brought to my business has made a big difference in what I bring home on a monthly yearly basis.”

For a Google Ads specialist like Olivia, having a systems expert in her corner didn’t just save her time — it gave her the confidence to finally charge what she’s worth and land the clients she deserves.

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This case study was built on a conversation with this specific client, going through our work together.

Anything in quotes is a word-for-word statement said by the client on a recorded call or in feedback.

If unclear processes are making you second-guess yourself on sales calls, we can fix that in a week.

Or if you’re still manually onboarding clients one at a time — you can receive the same strategic systems support that helped Olivia increase her revenue by 40% and land her biggest client ever.

Learn more about a Systems Sprint.