Systems & workflows
Make everyday work simpler, more consistent, and less dependent on you remembering every detail.
Less chaos. Better business.
You didn't start a business to spend every evening untangling spreadsheets, chasing follow-ups, and holding every detail in your head. I help take the moving parts off your plate, and build systems that actually stick.
The calmer way to operateThings are moving.
Requests & bookingsMapped & simplified
Vendor follow-upsClear owners & next steps
Weekly reportingSimple, useful, consistent
Your next step is clear.And so is who's handling it.
Flexible, part-time support
Hands-on implementation
Based in Wichita, Kansas
Sound familiar?
The business is growing. So is the pile.
Whether you manage a restaurant, a medical practice, an accounting office, or a crew out in the field, the day can fill up with scheduling, customer requests, vendors, and unfinished projects. You need someone who can organize the moving parts and get things over the finish line.
Every question ends up back with you.Customer questions, team decisions, and follow-ups all come back to you.
Your systems aren't keeping up.Bookings, schedules, records, and apps no longer work smoothly together.
Important projects never quite get finished.You know what needs fixing. You just don't have time to fix it.
How I can help
A practical partner for the messy middle.
From sorting out scheduling and customer follow-ups to getting overdue projects finished, I bring structure and follow-through to the work that keeps your business running.
Projects & implementation
Finally get that overdue improvement done, with a clear plan and someone responsible for moving it forward.
Day-to-day operations
Keep the little things from becoming big things with steady coordination, communication, and accountability.
A few problems I've already solved
Real headaches. Practical fixes.
The projects below come from different workplaces, but the problems are familiar: too much manual work, scattered information, and nobody with time to fix the system.
01 / 09
Software migration & adoption
“Our old software was holding everyone back.”
The business had years of client records spread across aging systems, with inconsistent data and staff who needed a dependable replacement.
3,500+case records migrated
50 hrs/moadmin time saved
WHAT I DID
- Compared platforms, mapped the team’s real workflows, and built the business case for a new system.
- Moved more than 3,500 case records and 15,000 contacts into a new client-management system in two weeks.
- Configured workflows, wrote practical guides, and trained all eight team members.
OUTCOME
Zero data loss during cutover and full adoption by eight staff in about 10 weeks. Repetitive entry was estimated to drop by roughly 50 hours each month.
Document drafting automation
“Why are we typing the same client details again and again?”
Preparing legal forms and supporting documents involved repetitive data entry, multiple records, and too many opportunities for errors.
45–70%less preparation time
WHAT I DID
- Mapped repetitive drafting steps and the information each legal document needed.
- Built an AI-assisted legal drafting workflow that pulls information from the firm’s case-management system.
- Kept human verification and attorney review in the process instead of treating automation as a substitute for judgment.
OUTCOME
A reusable, human-reviewed legal drafting workflow that reduced routine preparation work by 45–70%.
Reporting & automation
“We can’t see all of our deadlines in one reliable report.”
The scheduling software could not produce a reliable, complete report of upcoming legal hearings.
2–4 hrssaved each week
Dailyautomatic refresh
WHAT I DID
- Identified a way to retrieve the missing schedule information from the case-management system.
- Organized hearing dates into a structured report in SharePoint.
- Scheduled the reporting workflow to refresh automatically every day.
OUTCOME
A reliable, forward-looking hearing report that refreshes daily, with an estimated 2–4 hours of manual reporting saved every week.
Intake & scheduling
“Requests arrive everywhere, and nobody knows who owns them.”
Appointments, care requests, and event planning depended on phone messages, paper calendars, and informal handoffs.
5–8 hrssaved per week
1 monthto office adoption
WHAT I DID
- Set up shared calendars and online scheduling in Google Workspace.
- Created structured request forms, routing queues, and clearer assignment handoffs.
- Helped the office replace scattered paper processes with a common workflow.
OUTCOME
Requests became easier to route and track. The office adopted the new workflows in about a month, saving an estimated 5–8 staff-hours each week.
Organization-wide systems
“Our team is working hard, but our tools don’t work together.”
An established church-and-school organization relied on disconnected calendars, records, and communications habits that made coordination harder than it needed to be.
6–10workflows consolidated
40–50staff across the organization
WHAT I DID
- Mapped everyday work across the office and identified where information stalled.
- Introduced practical shared Google Workspace systems and common records.
- Supported staff directly through the transition so the new processes were actually used.
OUTCOME
Approximately 6–10 scheduling, shared-record and handoff workflows brought into a more consistent digital system.
Communications workflow
“Only one person can produce our weekly publication.”
A weekly bulletin depended on a desktop-publishing workflow that was difficult to share, update, and hand off.
4 → 2 hrsbulletin prep time
WHAT I DID
- Coordinated a new design with an outside designer and reviewed iterations.
- Moved the repeatable production process from Microsoft Publisher to Canva.
- Trained staff to update and publish each week without needing specialist design software.
OUTCOME
A reusable Canva production workflow that cut estimated weekly bulletin preparation time from roughly four hours to two.
Software purchasing & contracts
“Are we buying the right software on the right terms?”
A costly platform switch needed a credible business case, clear licensing terms, and confidence that staff would get the promised value.
3 monthsof licensing negotiated free
10–15%bundle discount
WHAT I DID
- Compared vendor options and modeled total cost alongside the operational benefits.
- Led conversations with the selected vendor about contract terms and bundled licensing.
- Connected the purchase decision to the implementation plan and staff adoption.
OUTCOME
Negotiated three months of software licensing at no charge, plus a 10–15% discount on the bundled agreement.
Vendor management
“We’re paying for a service, but resolving problems takes all our time.”
A recurring copier-service issue required follow-up with a supplier while the office still needed day-to-day equipment support.
$1.5k–$3kannual savings or avoided charges
WHAT I DID
- Gathered the service history and clarified the problem to be resolved.
- Handled vendor communications and escalations instead of leaving staff to chase updates.
- Helped organize next steps around the contract and ongoing service needs.
OUTCOME
A clearer vendor escalation process, with approximately $1,500–$3,000 in annual service charges saved or avoided.
Benefits research & decision support
“How do we compare benefits without getting buried in the fine print?”
Leadership needed a way to evaluate health-insurance options rather than relying only on headline premiums or sales pitches.
3–5plans compared
5–10%premium spread
WHAT I DID
- Organized the decision around cost, coverage, and the tradeoffs employees would feel.
- Researched available options and structured the comparison for leadership.
- Made the questions and tradeoffs easier to discuss before committing.
OUTCOME
Compared approximately 3–5 plan options and clarified the 5–10% premium differences alongside coverage and employee tradeoffs.
Swipe to explore
Simple by design
Let's fix the work, not add to it.
No 60-slide strategy deck. Just a clear understanding of what matters, a practical plan, and visible progress.
01
We find the friction.
Tell me what keeps falling through the cracks or eating up your time. We'll pick a sensible starting point and agree on what success looks like.
02
I build and put the fix to work.
Maybe that's easier bookings, cleaner customer handoffs, a better way to schedule work, or a software change that needs someone to own it.
03
We make it stick.
You get documentation, clear handoffs, and the option for ongoing support, so the improvement lasts longer than the initial burst of momentum.
Experience that translates
I don't just suggest the fix. I help make it happen.
My experience comes from healthcare, legal services, and nonprofit organizations. The tools may differ across industries, but the practical problems are often the same: scattered information, unclear handoffs, and work that keeps landing back on the owner.
Moving complex records between systems and helping teams adjust to new tools.
Documenting workflows, improving intake, and helping teams adopt new processes.
Keeping teams, vendors, and important projects moving in busy service environments.
Ways to work together
Start where you are. Scale as you need.
Whether you have one project that's been sitting on your list or need someone in your corner every week, there's a right-sized way to get started.
Operations Reset
$749/ project
A defined, two-week sprint to tackle one frustrating operational bottleneck.
- Short discovery & priorities session
- One agreed-upon workflow improvement
- Implementation & basic documentation
- Clear next-step recommendations
Fractional Operations Partner
$1,499/ month
Regular support to keep priorities clear, projects moving, and operational details handled.
- Up to 16 hours of support monthly
- Weekly priority check-in
- Project and workflow coordination
- Process improvements as time allows
Embedded Operations Partner
$2,699/ month
Deeper involvement for owners who need consistent execution across multiple priorities.
- Up to 30 hours of support monthly
- Regular operational coordination
- Multiple active workstreams
- Reporting, handoffs & follow-through
These are starting packages, not one-size-fits-all promises. We'll agree on scope, availability, and deliverables before any work begins. Larger projects or specialized services can be quoted separately.
Matthew Martel RappiFounder & operations partner · Wichita, Kansas
A little about me
Hi, I'm Matthew. I like making complicated things simpler.
I've worked in legal services, healthcare, and nonprofit organizations, where small operational problems can quickly become big ones. I've helped teams move to better software, organize scheduling and requests, improve communication, and make everyday work easier to manage.
I'm also pursuing an MBA with a focus on healthcare administration. My approach is practical: understand the problem, create a system people will actually use, and stay involved long enough to make it work.
If your business has outgrown the way it currently operates, I'd love to help you build what's next.
MBA, Healthcare AdministrationWichita State University · in progress
Clio Certified AdministratorPractice management systems
Lean Six Sigma Yellow BeltProcess improvement
Google Data Analytics CertificateAnalysis, reporting & insights
English & SpanishSystems & operational improvementLocal to Wichita
Review my professional background ↗Good questions
The details, without the fine print.
Do I need to know exactly what I need?
Not at all. "Everything is taking too much of my time" is a perfectly good place to begin. We'll identify the most useful starting point together.
Is this the same as hiring a virtual assistant?
There's overlap in the day-to-day work, but my focus goes beyond task completion. I help improve the systems behind the tasks, coordinate implementation, and take ownership of defined operational outcomes.
Do I have to sign up for a monthly plan?
No. If you have one specific challenge, we can start with a focused project. Ongoing support is an option when it makes sense, not a prerequisite.
Do you work on-site or remotely?
I'm based in Wichita and can discuss a mix of local and remote support depending on the work, the scope, and scheduling. Some projects can be completed entirely remotely.
What kinds of businesses are a good fit?
Restaurants, food businesses, HVAC and landscaping companies, healthcare practices, accountants, law offices, and other owner-led businesses can all be a fit. You don't need to be in a particular industry. What matters is having operational work that needs a clearer system or a reliable person to move it forward.
Tell me what's getting in the way
Let's find your starting point.
Select the kind of support you need, get a suggested starting point, and tell me a little about your business.