Current state process map
How you work today
This is how Scaleforte delivers today, captured across three working sessions. Steps marked as pain points are where the team told us the time goes.
Routine work, running as intended.
A judgement call or branch in the flow.
Repetitive and rules based.
Named by the team as slow or costly.
Team
- Daniel Cho, Founder and strategy
- Priya Nair, Head of PPC
- Sam Ortiz, PPC analyst
- Marcus Webb, Catalogue lead
- Ava Thompson, Account manager
Tools
Acquisition
3 stepsFrom inbound lead to signed client.
Lead intake
Inbound arrives by email, referral or the site form and lands in a shared inbox.
Manual prospect audit
An analyst pulls the prospect's Amazon data by hand and builds an audit deck for the pitch.
“Every proposal is a from scratch audit. It is hours before we even know if they are a fit.”
Proposal and scope
Daniel reviews the audit, sets scope and pricing, and sends the proposal.
Onboarding
3 stepsStanding up a new Amazon client.
Access and data collection
Ava chases advertising and Seller Central access and brand assets over email and Slack.
“Onboarding drags because we are always waiting on access and re asking for the same things.”
Baseline and account setup
The team records a performance baseline and sets up tracking sheets per client.
Kickoff
Daniel and Ava run the kickoff call and confirm goals.
PPC management
3 stepsThe weekly advertising delivery loop.
Bid and budget adjustments
Analysts review every campaign and adjust bids and budgets account by account in the Ads console.
“Two of us spend the better part of two days a week just nudging bids across the portfolio.”
Search term harvesting
Sam exports search term reports and mines new keywords and negatives by hand.
“The search term mining is pure pattern work but it still eats a full morning.”
Performance check and flags
Priya reviews ACOS and TACOS and decides which accounts need attention.
Catalogue optimization
3 stepsListing and content delivery.
Keyword and competitor research
Marcus runs research per catalogue in Helium 10 and assembles it into a brief.
“Research is the same five steps every catalogue, just different products.”
Listing copy and A plus content
Marcus drafts titles, bullets and A plus content from a blank doc each time.
“Writing listings from scratch is the single biggest time sink on my side.”
Catalogue health checks
Someone manually scans for suppressed listings and buy box loss across clients.
Reporting and billing
3 stepsClient reporting, retention and month end.
Weekly client reports
Each analyst rebuilds a report per client by copying numbers into a slide template.
“Friday is reporting day and it is gone by lunch, every week, per person.”
Status updates and inbox triage
Ava keeps clients updated across email and Slack and chases internal answers.
Spend reconciliation for invoicing
At month end ad spend is reconciled across accounts and passed to Xero.
“Reconciling spend before we can invoice is fiddly and easy to get wrong.”