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Selected systems and implementations

Revenue systems built around real operating constraints.

JITAI connects calls, CRM ownership, follow up, field handoffs, and reporting so service businesses can see where opportunities stop moving.

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How work is classified

Every entry says what stands behind it.

Portfolio claims are easy to inflate, so each project below is labeled by its evidence. JITAI does not publish fabricated metrics or present simulated work as customer proof.

The four classifications

  • Verified client work: delivered for a paying client with permission to reference. None is published yet, so none appears below.
  • Verified internal systems: built and run for JITAI itself and inspectable in production.
  • Sanitized demonstrations: complete systems built to show the method, clearly labeled, with no client data or client results.
  • Concepts: proposed designs that have not been built. None appear on this page.
Verified internal system

Portfolio system: governed HubSpot CRM operating model

HubSpot CRM Governance and Revenue Operations System

A controlled HubSpot architecture for ownership, follow-up, workflow safety, and auditability. A read-only audit of JITAI's own portal showed records existed but ownership and follow-up did not, so governance came before automation.

What was built

  • A read-only, full-population CRM audit with counts reconciled through two independent paths.
  • A six-status governance model that gates review queues and workflow eligibility.
  • A two-workflow pattern with idempotent task creation and a deliberate reset path.
  • Approval gates and dry runs in front of every proposed CRM write.

Architecture

  1. Audit
  2. Status
  3. Ownership
  4. Task
  5. Exception
  6. Evidence

Systems and tools

HubSpotn8nAirtableGmail

Proof available

  • Verified aggregate audit findings across all 37 contacts, with no CRM records changed.
  • A public-safe case study PDF plus sanitized command evidence and synthetic dashboards.
Honest outcomeVerified internal audit and system design. No client outcome is claimed; proposed CRM writes stayed dry-run and approval-gated.
Inspect the system
Verified internal system

Conversion site and offer architecture

JITAI Website and Audit Funnel

JITAI needed a public funnel that could carry one fixed-scope offer without borrowed credibility: no fake clients, no invented metrics, and no third-party badges.

What was built

  • Next.js App Router site in strict TypeScript with no backend, database, or gated forms.
  • One centralized content source so the $1,500 audit offer, contact details, and navigation stay consistent on every page.
  • Direct email and phone contact paths on every key surface instead of a form queue.
  • Light and dark themes on shared design tokens, with reduced-motion support.
  • CI gates that run the type check and the production build on every push.

Architecture

  1. Offer
  2. Content source
  3. CI gates
  4. Production

Systems and tools

Next.jsTypeScriptReactVercelGitHub

Proof available

  • The production site at jitaisystems.com, including this page.
  • Public page source, sitemap, and structured data.
Honest outcomeIn production. Traffic and conversion figures are not published because they have not been independently documented.
Sanitized demonstration

CRM audit and recovery workflow

Revenue Leak Recovery System

Leads often stall after they're already captured: a slow first response, an unclear owner, or a follow-up that never fires. This system shows exactly where that break happens and what to fix first.

What was built

  • Routing rules that assign an owner and a response target before automation continues.
  • Follow-up sequencing with explicit stop rules for replies, bookings, and closed states.
  • Exception alerts when missing data, ownership, or a connected tool blocks the path.
  • A recovery view that reports unowned, overdue, recovered, and unresolved records.

Architecture

  1. Inquiry
  2. Route
  3. Follow up
  4. Exception
  5. Report

Systems and tools

HubSpotGoHighLevelAirtableGoogle Sheets

Proof available

  • Full walkthrough of the architecture, decisions, and validation checklist.
  • Test cases for duplicates, missing owners, stop rules, and tool failures.
Honest outcomeNo client outcome is claimed. The entry shows the complete architecture, operating decisions, and validation plan.
Inspect the system
Sanitized demonstration

HubSpot CRM structure and governance

HubSpot Pipeline Cleanup

A HubSpot portal can be fully installed and still fail the sales team when stages, ownership, and follow-up don't match how deals actually move. This system reconnects them into one sequence the team can trust.

What was built

  • An operating model that separates contact lifecycle from deal pipeline stages.
  • Ownership and next-action rules attached to stage transitions, not every edit.
  • A workflow cleanup register so old automations are disabled only after dependency review.
  • A small KPI dictionary that reconciles dashboards to their source records.

Architecture

  1. Lifecycle
  2. Pipeline
  3. Ownership
  4. Exception
  5. Reporting

Systems and tools

HubSpot CRMHubSpot workflowsHubSpot reporting

Proof available

  • Full walkthrough of the lifecycle model, stage map, and required-field plan.
  • Validation steps that reconcile dashboard totals to filtered source records.
Honest outcomeNo client portal or performance result is shown. The entry documents the structure, rules, and validation method.
Inspect the system
Sanitized demonstration

Lead routing and controlled follow-up automation

Lead Routing and Follow Up System

Leads come in from more than one place, but qualification, ownership, response, and follow-up don't work the same way twice. This system gives every lead the same reliable path, regardless of where it started.

What was built

  • Source normalization so every lead arrives with the fields routing depends on.
  • Explicit qualification rules, with ambiguous or high-value cases sent to human review.
  • Human approval points before any outbound message that needs judgment.
  • A single source record per lead to prevent duplicate outreach, plus actionable failure alerts.

Architecture

  1. Capture
  2. Qualify
  3. Approve
  4. Recover
  5. Measure

Systems and tools

HubSpotZapierMaken8n

Proof available

  • Full walkthrough of the routing tree, approval rules, and exception matrix.
  • Test cases covering each source, review path, stop rule, and tool failure.
Honest outcomeNo live messages, bookings, or client data are shown. The entry demonstrates the control structure end to end.
Inspect the system

Operating areas

Four connected outcomes, one operating map.

The selected work above maps to the same four areas every JITAI engagement is scoped against.

Revenue Operations

Capture, ownership, follow-up, and pipeline structure. Shown in the Revenue Leak Recovery System and the HubSpot Pipeline Cleanup.

Field Operations

Estimates, scheduling, dispatch, and job handoffs. The demonstrations stop at booked work because field handoffs depend on the platform each business runs, so this area is scoped per engagement.

Customer Experience

Response paths, human-approved outbound messages, and clear next steps. Shown in the Lead Routing and Follow Up System.

Business Intelligence

Reporting that reconciles to source records instead of gut feel. Shown in the recovery reporting states and the HubSpot KPI dictionary.

Operating process

Detect. Design. Prove. Deploy. Improve.

  1. 01

    Detect

    Trace real leads, calls, and quotes through the current tools to find where they stop moving.

  2. 02

    Design

    Map the fix around the existing software, owners, and approval points before anything changes.

  3. 03

    Prove

    Test against duplicates, missing data, owner failures, and stop rules before go-live.

  4. 04

    Deploy

    Roll out in controlled steps with documentation and a manual fallback.

  5. 05

    Improve

    Review exceptions and reports, then adjust the rules the team actually uses.

Stack

Tools the work runs on.

HubSpotn8nZapierMakeAirtableGoogle WorkspaceOpenAIClaudeNext.jsVercelGitHub

Tool names are listed for compatibility context only. Trademarks belong to their owners. No partnership, endorsement, or certification is implied.

The operator

One operator from mapping to handoff.

Justin Maher maps the workflow, builds the system, validates the result, and documents the handoff. There are no account layers and no outsourced delivery.

Next step

Find the broken handoff before buying another tool.

The CRM Revenue Leak Audit finds where calls, leads, estimates, ownership, and follow up are breaking inside the software you already run. $1,500 fixed. Five business days. Full payment upfront.

justin@jitaisystems.com(978) 551-2922

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