Playbook Library
Proven frameworks for PE tech + AI transformation across portfolio companies.
Services → SaaS Transition
Proven framework for transforming a high-touch professional services firm into a technology-enabled platform business. Applicable to finance ops, legal ops, HR services, and similar verticals.
78 weeks avg5 phasesFinance Operations · Charter School Management
Success Metrics
Cost per client served reduced by 35–50%
Client capacity 3x without proportional headcount
Gross margin improvement of 15–20pp
Revenue multiple expansion from ~2–3x EBITDA to 5–8x ARR
Phases
1
Discovery & Mapping
Weeks 1–6
Deeply understand the business, document all service workflows, map the tech stack, and identify the highest-ROI automation and platform opportunities.
Deliverables
Org structure + pillar assessment
Full tech stack map
Service workflow documentation (all major workflows)
Opportunity backlog with ROI estimates
Services-to-SaaS roadmap v1
AI Tools
Claude for interview synthesis
BuiltWith for tech stack discovery
Claude for opportunity scoring
Key Questions
What are the most manual, repetitive workflows?
What do clients actually want from a self-service perspective?
What is the cost-to-serve per client and what drives it?
What is the data infrastructure today?
2
Foundation Build
Weeks 7–18
Build the core infrastructure that all future tech initiatives depend on: CRM, data warehouse, and process automation for the highest-frequency workflows.
Deliverables
CRM live with full team adoption
Data warehouse operational (key source systems connected)
Top 3 automated workflows live
Internal BI dashboard for leadership
AI Tools
HubSpot + Clay for CRM
BigQuery + Looker Studio for BI
n8n or Zapier for workflow automation
Claude for automated narrative reporting
Key Questions
Which workflows have the highest time cost?
What data does the future portal need?
How do we win James Park (the skeptic)?
3
Client Experience Layer
Weeks 19–36
Build the client-facing portal and dashboards. Start with 3–5 pilot clients. Introduce self-service tier and new pricing model.
Deliverables
Client portal v1 (3 pilot schools)
School administrator dashboard
Self-service report access
New pricing tier rollout plan
Client success playbook for portal adoption
AI Tools
Claude for AI-powered financial summaries in portal
Custom development (Next.js + API)
HubSpot for client communications
Key Questions
Which 3 clients are best for the portal pilot?
What does the new pricing model look like?
How do we handle clients who refuse self-service?
4
AI & Premium Tier
Weeks 37–52
Layer AI-powered insights, anomaly detection, and forecasting on top of the platform. Launch premium tier pricing. Begin marketing as AI-powered.
Deliverables
AI financial analysis engine (anomaly + narrative)
Premium tier launched and sold to 50% of existing clients
Predictive cash flow forecasting
Compliance automation layer
AI Tools
Claude API for financial analysis
Claude for anomaly explanation
Custom ML models for cash flow prediction
Key Questions
What financial insights are most valuable to school administrators?
How do we price the AI tier?
How do we ensure AI outputs are trusted and accurate?
5
Scale & Expand
Weeks 53–78+
Use the platform to expand beyond existing capacity constraints. Grow client base aggressively via product-led or sales-led motion. Build toward exit positioning.
Deliverables
National market entry plan
Product-led growth motion
Series of case studies for marketing
Exit-readiness tech audit
EBITDA optimization + SaaS metrics package
AI Tools
Clay for outbound prospecting
HubSpot for marketing automation
Claude for content generation
Key Questions
What is the exit story? Strategic buyer or PE roll-up?
What SaaS metrics matter most to the buyer we're targeting?
What partnerships accelerate national distribution?
CRM Buildout from Zero
Step-by-step framework for implementing a CRM at a company with no prior CRM infrastructure. Covers tool selection, data migration, workflow design, and adoption.
8 weeks avg3 phasesAny B2B services firm · Professional services
Data Infrastructure Buildout
Framework for building a modern data warehouse and BI stack from scratch at a services or SaaS company. Covers source system connections, data modeling, and dashboard delivery.
10 weeks avg3 phasesFinance Operations · SaaS
AI Automation Deployment
Framework for identifying, prioritizing, and deploying AI automation workflows at a portfolio company. Covers discovery, prompt engineering, testing, and rollout.
12 weeks avg3 phasesAny