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Systems Grow Stronger
With Structure
Systems Grow Stronger With Structure
System Archicture
Below are examples of F&FTS’s larger projects that have been fully executed within the past five years.
Goal
The client needed a lead management ecosystem that worked globally — one that routed leads properly, synced data across platforms, and eliminated manual bottlenecks.
Planning
Starting with an audit of existing systems, we gathered input from users and stakeholders, mapped lead-routing logic, identified data structure mismatches between Salesforce and HubSpot, and laid out a multi-territory workflow that could scale.
Execution
> Built a two-way integration between Salesforce and HubSpot to keep data aligned
> Created automated multi-platform data syncs so records and properties update consistently
> Cleaned and reorganized CRM properties to improve usability and reporting clarity
Impact
The result was a connected, healthy system where data flows reliably, manual work dropped significantly, and the sales team gained visibility and speed across regions.
2025
Custom Chatbot With AI-Driven Knowledge Base
Goal
The client needed a fully customized chatbot connected to their user portal, capable of routing support conversations intelligently. They wanted a mix of AI-assisted responses, structured knowledge base guidance, and internal routing to the right support team members when human intervention was required.
Planning
We reviewed their existing knowledge base and applied a new schema to improve clarity, searchability, and content structure. Working with the support team, we created a detailed routing matrix outlining which questions should lead to knowledge-base answers and which required escalation to a human agent. This document became the foundation for conversation paths, ticket categories, and support workflows.
Execution:
> Finalized a comprehensive routing document for all support paths
> Refined and rebuilt the knowledge-base schema
> Built a 55+ step custom chatbot
> Developed ticket-based workflows
> Added custom tags, properties, and attributes
> Connected the chatbot with the user portal
Impact
The client gained a fully connected support system where users receive accurate answers instantly and support agents only handle tickets that truly require human expertise. Ticket categorization improved, response times dropped, and the support team now works from a cleaner, more organized pipeline. The chatbot reduced repetitive inquiries, strengthened user self-service, and created a scalable foundation the team can expand as their SaaS platform grows.
Goal
The client needed a unified onboarding system that handled intake, documentation, and compliance across multiple platforms without manual hand-offs.
Planning
After a full review of the onboarding process, user requirements and data flows, I mapped out intake forms, task automation, document workflows, and deal triggers to design a structured workflow suited to the financial services firm’s complexity.
Execution
> Built an intake workflow starting from Calendly scheduling and moving through HubSpot forms, deal triggers, and auto-creation of contacts and tasks.
> Developed integrations with Box for secure document storage, Zapier for automation, and Redtail CRM for compliant client registration.
> Automated multiple stages of document distribution and reminders based on defined timelines and form responses.
> Created custom contact and deal mapping logic to bulk-handle households and multi-client scenarios within one financial planning workflow.
Impact
The client now has a streamlined onboarding mechanism where intake, documentation, and compliance tasks are automated across platforms. Manual interventions were reduced, data consistency improved, and frontline teams gained a clear-view system that aligns with business goals.
2023
Omni-Channel Integration & Chatbot Development
Goal
Build a connected support and sales system with chatbot automation, multi-platform integrations, and streamlined RevOps workflows.
Planning
We mapped user touch points, defined support and sales triggers, documented required system flows, and designed logic to link chat, CRM, data, and revenue pipelines across platforms.
Execution
> Developed a full Intercom chatbot flow including an AI avatar, 26+ knowledge base articles, triage and trigger logic.
> Integrated HubSpot with Zoom, Intercom, Stripe, Jira, WordPress, WhatsApp & Lucky Orange to unify data and team workflows.
> Built RevOps pipelines for both enterprise and SaaS sales, automating key hand-offs, deal creation, and multi-platform triggers.
Impact
The result — a high-functioning ecosystem where chatbot, CRM, sales pipeline and integrations operate together. Data flows, teams respond faster, workflows are automated and the platform scales as the business grows.
2022
End-to-End RevOps & Integration Architecture
Goal
Build a connected sales and support system that captures inbound traffic, automates workflows, and improves conversion and engagement for a SaaS startup.
Planning
We audited the HubSpot portal, led intake of requirements, mapped out full RevOps pipeline logic, and designed integrations from outbound outreach through to CRM and support systems.
Execution:
> Audited a portal audit for API dependencies, data consistency, and form logic
> Built a RevOps pipeline using Apollo.io paired with HubSpot for outreach, trial conversion, and customer activation
> Created and mapped custom properties, embedded chat forms, and linked to Stripe for billing triggers
> Developed digital collateral including email templates, forms, and user-facing assets to support system flows
Impact
A refined system where lead capture, automation, and customer support operate in harmony. Data flows reliably, manual handoffs are minimized, and the startup now has scalable architecture built to grow.
