APG Software · What We Discussed
John, you mentioned your web conversion rate is sitting under 5% because 9 out of 10 new leads aren’t reached in the first five minutes — here’s how we fix that, and the admin bottleneck pulling your team away from selling.
What stood out
Key opportunities we identified in our call — in your own words.
150–200 web leads per month and only 1 in 10 are contacted within the first five minutes. Three sales staff are stuck doing call attempt after call attempt in the qualification pipeline instead of closing. Web conversion at sub-5% while competitors outperform.
“Speed to contact is critical, and I don’t think we’re doing that. And then you notice what happens when you don’t do that. You end up getting a lot of people here in the first call, second call, third call. This is all just trying to get a hold of them.”
Once a deposit is paid, staff manually send purchase orders to dealers, chase invoice ETAs, route invoices to finance brokers or customers, and manage remittance letters. Three separate payment scenarios (cash, internal finance, external broker) create complex manual handoffs that delay delivery and frustrate customers.
“My staff are taking care of all of this. And the psychological part is really making sure you get the invoice, send it to the right place. They feel that’s not happening. That causes delays. That causes big problems.”
Currently relying entirely on Google Ads and social ads. No newsletters, no social media content, no organic brand presence. Professional photo and video assets exist but there’s no system to use them. Wanted to hire a marketer but the better move is building the AI infrastructure first.
“I don’t do any marketing right now. I just do Google ads and social ads, but not actual social media marketing or newsletters. I want to build a brand and I want ammunition that I would normally need to hire a team of three or four to do.”
Ballpark estimates — based on our conversation
~$90,000/year — before HubSpot agency setup fees already paid
Qualification call attempts (speed-to-contact failure)
3+ call attempts per lead × 200 leads/mo × 5 min each.
Post-sale admin (PO, invoices, finance routing)
Manual handoffs across 3 payment scenarios per deal.
Missed conversions (sub-5% vs industry benchmark ~10%)
Doubling web conversion on 150 leads/mo at $500 margin.
Plus: the entire marketing gap — a channel generating zero organic leads today
Estimated combined annual cost of tools + quantifiable waste + missed conversions
~$184,000/year
These are ballpark figures from a single conversation. The audit maps the real numbers — and identifies exactly where to start recovering them.
What the audit covers
A full operational audit — mapping every process, every handoff, and every tool across acquisition, qualification, sales, finance, and delivery. Then we present exactly where to save time, increase conversions, and build the AI infrastructure Rodar needs to scale.
The single biggest lever for Rodar right now. We’ll map the exact gap between lead submission and first human contact, then design an automated response system — voice AI via Aircall, or SMS/email follow-up sequences — that reaches every new lead in under 60 seconds while your team is occupied. Tested against your qualification pipeline.
We map your entire business end-to-end — both lead channels (web and referring network), all HubSpot pipelines, the dealer tender platform, and the post-sale finance routing. We’ll review your existing workflows, automation sequences, and property fields and identify exactly what to keep, what to enhance, and what to replace.
Map all three payment scenarios (cash, internal finance, external broker) and design automated triggers for each: PO confirmation to dealer, invoice receipt notifications, finance broker routing, remittance letter forwarding, and delivery confirmation. Sales staff stop being administrators and get back to closing.
You have the assets — professional photography and video. We’ll design an AI-powered content workflow that turns those assets into scheduled social posts, email newsletters, and ad copy. Your existing sales staff (or you) spend a few hours a month reviewing and approving, not creating from scratch.
You’re already building it — syncing HubSpot into your own MySQL database. We’ll review that architecture and ensure it’s structured in a way that makes AI automation simple and scalable. Your proprietary dealer pricing data is a genuine competitive moat. The audit will show you exactly how to protect and leverage it.
What you get
Everything is delivered in a private, password-protected portal built specifically for your team. Here’s what’s inside.
Your entire operation mapped end-to-end — both lead channels, all HubSpot pipelines, the dealer tender flow, the finance broker process, and delivery. Every handoff, every tool, every decision point. Directly referenced from our conversation transcripts.
Every pain point quantified in dollar terms based on your actual hourly rates, lead volumes, and conversion data. Each finding traces directly back to the conversation that surfaced it.
Every opportunity plotted by business impact vs. ease of implementation. Speed-to-contact and post-sale admin automation will sit at the top — highest impact, achievable in one to four weeks.
For each opportunity, we present the available solutions with build costs, timelines, and ROI forecasts. Specific recommendations on the best path forward for Rodar — and everything is portable if you take it elsewhere.
A phased roadmap showing the recommended sequence of AI plugins for Rodar — starting with speed-to-contact and post-sale admin, then marketing content, then the broader executive AI layer. Estimated costs for each phase so you know exactly what you’re looking at.
See a live example
Demo audit portal
A demo portal built for a fictional home services company — the same format and deliverables you’d receive. Explore the process map, findings, waste analysis, and priority matrix.
View Demo Portal →Client Results
Real founders sharing their experience working with APG Software.
“Well under budget and well within time frames. I can’t recommend Adam and his team enough.”
“I’ve worked with many software agencies before — none have quite delivered what these guys delivered, in such a short amount of time.”
“We’ve been working with them for over a year, and it’s been a breeze.”
“Adam helped us build an MVP — the very first iteration of the app. We needed something built quickly but professionally as a proof of concept. Great to work with — communication is so critical in these types of projects. Since the MVP, the app has gone from strength to strength.”
“Adam has been super helpful in showing me the many options available for creating digital solutions. It’s made a huge difference to my business. Cheers mate.”
“Super helpful, can’t thank him enough. Explained everything so clearly, helped troubleshoot all the problems. Highly recommend if you’re looking for someone reliable and easy to work with.”
“APG has been helping me explore the more advanced side of AI development. Adam is a voracious learner and adopter of any technique that will get the job done — and he is a giver.”
“Adam and his team mapped out our entire operation and gave us a clear picture of exactly where we were losing time and money. I’d recommend APG to any founder who wants to move fast without cutting corners.”
“We got stuck for weeks on a complex build. Then we came across Adam — within the first 30 minutes he identified the issue. Well structured, a process that works, and a pricing model that makes sense.”
Who you’re working with
One founder has presented to audiences of over five million and educates hundreds of thousands through a dedicated research & education branch. The other was CTO scaling systems for some of Australia and America’s fastest-growing companies. Combined: 300+ projects across every major platform your business already uses.
Speaking & Recognition
Africa AI Summit — Cape Town
n8n sponsored event · Combined audience 3.5M+
AAA AI Event — Sydney
Australia’s leading AI community event
200+ projects in process automation and CRM optimisation across HubSpot, Salesforce, PipeDrive, and every major platform. A registered Make.com, Monday.com, and HubSpot integration partner — Patrick doesn’t just know these tools, he’s certified to build on them.
Before APG, Patrick was CTO at Pittsburgh’s fastest-growing solar company, where he built the systems that powered growth from the ground up. He went on to build operational systems for one of Australia’s biggest TV shows and one of Australia’s largest solar companies — bringing deep, real-world experience in scaling exactly the kind of operations we audit.
Proof
Seven years of results. Verified everywhere.
Upwork Profile
60+ projects · 100% Job Success · Expert-Vetted
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YouTube Channel
6,000+ subscribers · 100+ videos · 200,000+ views
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AI Builders Hub
400+ members · Skool community
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Client Reviews
60+ verified reviews · Avg. 5.0 stars
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Next step
Once the deposit lands we’ll lock in your first 1.5-hour session. We typically complete the full audit in two to four weeks. Everything we produce is yours to keep — with or without us building after.
Or reply directly to Adam’s email — adam@apgsoftware.com