Leads go quiet
They come in, someone means to follow up, and nobody can say which ones mattered or where they went.
Business operating systems for growing companies
Your business has systems. A person is still the operating system.
CRM, email, spreadsheets, a dozen apps, maybe some AI. But deciding what matters, what happens next, and who does it still runs through you and a few key people. TKO finds where that is costing you, builds the missing operating layer, and proves it changed the numbers.
For owner-led and growing businesses, typically $5M+ in revenue.
The pattern
Your systems hold the information.
A person holds the judgment.
Someone has to notice the signal, remember the history, decide what matters, and make sure it happens. When that someone is you, the business can only move as fast as your calendar.
Sound familiar?
The problem is rarely a missing tool.
It's the work between the tools, done by people, from memory.
Everything routes through you
The owner or COO is the only place where the whole picture exists, so every decision waits on one calendar.
The CRM is a filing cabinet
It holds records. It doesn't tell anyone what to do next, and half the team doesn't trust what's in it.
People are the integration
Hours every week go to copying information between the CRM, the inbox, spreadsheets, and whatever else was bought.
AI made it messier
New tools, new subscriptions, new logins. Nothing measurable changed about how the work gets done.
Knowledge walks out the door
When one person is out or leaves, part of how the business works goes with them.
Why it happens
You have systems of record. You're missing the system of action.
Your tools are good at storing what happened. None of them decide what should happen next. So a person does that job every day: reconciling, remembering, prioritizing, chasing. That work is invisible until the person is busy, out, or gone.
Your systems
CRM · inbox · spreadsheets · apps · AI tools
The missing operating layer
- What is true right now
- What matters most
- What should happen next
- Who does it, and by when
- Whether it worked
Your team
The right work, done on time, by the right person
How TKO works
Find the constraint. Build the fix. Prove it. Repeat.
No imaginary end state. Real businesses change, so the constraint moves. The system moves with it.
01
Find the constraint
Trace where leads, work, and decisions actually stall, and what that costs in money and hours.
02
Build the fix
Build the missing operating layer on the tools you already have: statuses, rules, queues, automation, and AI with human approval.
03
Prove it
Measure against a baseline taken before anything changed. If the numbers didn't move, we say so.
04
Find the next one
Remove one constraint and the next becomes visible. The system grows with the business instead of pretending to be finished.
Proof: RachelOS
When the owner was the operating system.
A South Florida real-estate business had a CRM, notes, emails, texts, a website, and plenty of leads. The judgment that connected them lived in one person: who mattered, what had happened, what to send, and when to follow up. I built the system that holds that judgment now, and I still run it.
- 1
Foundation
Every call, text, email, and site visit lands in one relationship record. Facts are kept separate from guesses.
- 2
Visibility
One ranked queue and a daily email answer the only question that matters each morning: who needs attention, and why.
- 3
Follow-up
The system drafts outreach and flags missing information. A person approves anything that goes out.
- 4
Conversion (now)
The constraint moved. The work now is measuring and improving every step from first response to closed deal and referral.
What gets built
Named for what changes, not for the software.
Lead and revenue follow-up systems
Every lead gets a status, an owner, and a next action. Nothing ages silently.
A daily action queue
One ranked list of what needs attention today and why, assembled from the CRM, inbox, and pipeline.
A CRM your team trusts
Stages that mean something, data rules that hold, and next actions instead of empty fields.
AI that drafts, people who decide
Drafting, summarizing, and sorting handled automatically, with a person approving anything consequential.
Institutional memory
The facts about customers, deals, and processes that live in one person's head, captured where the team works.
Reporting tied to action
Every number has an owner, a threshold, and a next step when it moves the wrong way.
How engagements work
Start small. Expand only when it's working.
Every step is useful on its own, is priced up front, and makes the next decision obvious.
- 01
Where to start
Constraint Diagnostic
Where is the business actually losing time and money, and what should you fix first?
2 weeks
Details
$7,500 fixed · credited toward a build - 02
Fix the constraint
Operating System Build
Build the system that fixes it—and prove it worked.
4–8 weeks
Details
From $15,000 · fixed price per phase - 03
Keep it working
Operate & Improve
Keep the system working, and find the next constraint.
Monthly · 3-month minimum
Details
$3,000–$6,000 per month
Who you'll work with
Todd Kovalsky. The person who diagnoses it builds it.
I've spent twenty years inside operations that had to work: loan settlement at Apollo, asset-management platform programs at Sapient, advisor and CRM platforms at FolioDynamix, and large healthcare programs with dozens of teams and systems. The pattern was the same everywhere. The information existed. Someone still had to turn it into the next action by hand.
- Operations, product, and program leadership across financial services and healthcare
- Built and runs RachelOS: 1,600+ commits, 100+ recorded design decisions, and a daily production run
- Works across process, data, CRM, automation, and AI instead of one specialty
- One principal on every engagement, and deliberately few clients at a time
Why not just…
Each alternative owns one slice. The problem lives between them.
A consultant
Diagnoses the problem and leaves a plan. Nobody builds it, so the business drifts back.
An automation agency
Connects your tools quickly, and automates the broken steps along with the good ones.
A developer
Builds what you specify. The hard part is the specification, because the logic lives in your head.
Another AI tool
Adds one more system to a stack that is already fragmented.
A new operations hire
Six figures and months to impact, and rarely someone who can both run the operation and build the system.
TKO
Finds the constraint across process, people, data, and technology, builds the fix, measures it, and keeps going.
One principal · Priced up front
Tell me what's stuck.
Thirty minutes, no pitch deck. You describe what's stuck; I tell you where I would look first, and whether a paid diagnostic is worth it for your business.