I build the operational backbone your company needs to deploy capital with confidence — clear ownership, revenue visibility, and the reporting that keeps your board informed and your team aligned.
Free 60‑minutes Ops Diagnostic: map your current setup, find your 3 biggest bottlenecks, and leave with a clear 90‑day plan.
Days to a working operating system
Stage-specific frameworks
Implementation, not slide decks
Sound Familiar?
You have product – market fit and funding. But scaling without an operational backbone leaks revenue, burns people, and makes the next round harder.
Your CRM is a mess. Forecasts live in spreadsheets. Board meetings feel like guesswork instead of numbers.
No SOPs, no handovers, no repeatable processes. If you step away for a week, things break.
New hires but no structure. Teams misaligned. Revenue grows, but so do handoffs, delays, and fires.
Investors want governance, unit economics, and operational maturity. You know the story is good, but the numbers are not ready.
Services
From a focused diagnostic to embedded leadership. Choose what matches your stage, urgency, and budget.
In 2–4 weeks, get a clear picture of what's holding your company back — and a prioritized 90-day plan to fix it.
Build the operational and commercial infrastructure your company needs to move from founder-led to team-run growth.
Senior operational leadership embedded in your company — without the full-time cost or hiring risk.
Complex transformation, multi‑team restructuring, or a scope that does not fit the packages above? I also design fully custom engagements matched to your situation, timeline, and budget.
The exact frameworks, SOPs, and dashboards I use to build operating systems inside Seed–Series A startups. 20+ pages, no fluff.
How It Works
A free 60-minute session to understand your stage, priorities, and the gaps that are costing you most — and confirm we are the right fit to work together.
A structured assessment of your commercial engine, financial reporting, team accountability, and decision-making infrastructure — so we fix the right things in the right order.
Hands-on execution embedded inside your company. We design and implement the operational infrastructure — revenue processes, accountability frameworks, AI-driven workflows, and investor-ready reporting — directly in your tools, not in slide decks.
We iterate on real data, align your leadership team around the new operating model, and hand over a system your company can run and scale independently — with or without continued support.
Results
A seed-stage AI startup with 8 people and around EUR 150K ARR had no operational processes. Everything ran through the founder. CRM was chaotic, invoicing was manual, and there was zero pipeline visibility.
Within 90 days, we installed a complete operating system: CRM structure, automated billing, SOPs for sales/marketing/CS, and a forecasting model the CEO now uses for board reporting.
Reduction in invoicing time
Pipeline visibility improvement
SOPs created and adopted
Days to full operating system
A 28-person FinTech with EUR 1.2M ARR had no forecasting model and a CRM no one trusted. Board prep took 3 days each month. We rebuilt the revenue stack in 10 weeks.
Board prep (was 3 days)
Forecast accuracy
Weeks to go live
A 12-person HealthTech was 6 months from a Series A raise with no board reporting, no OKRs, and zero documented processes. We built the full operating system needed to close the round.
Raised successfully
SOPs documented
Days to board-ready
About Volodymyr Hapey
I'm an operations executive with over a decade of experience partnering with founders and leadership teams at the moment their company outgrows improvisation — whether that's at seed stage or well into their growth journey.
I've worked across healthcare, technology, e-commerce, and other fast-moving industries, designing the revenue and operational infrastructure that allows teams to scale without chaos. That means building commercial accountability into the organization, creating forecasting and reporting frameworks that serve both internal decision-making and investor due diligence, and integrating AI-driven processes that eliminate bottlenecks and unlock team capacity.
Today I make that expertise available to founders who need a true COO — without the commitment of a full-time hire.
FAQ
You get the same level of ownership and decision-making as a COO, but without a EUR 100K+ salary, equity package, or a 3 to 6 month hiring process. I join for 1 to 3 days per week, take responsibility for processes, metrics, and governance, and then help you build or hire the internal team that will run the system long term. When your company is ready for a full-time hire, you already have a working operating system in place instead of starting from scratch.
I focus on Seed to Series B startups in B2B SaaS, AI/ML, HealthTech, and FinTech. The common pattern is: you have a product, some revenue, and funding, but no real operating system. If your team is between 5 and 80 people and you feel that growth is outpacing your internal processes, we are likely a strong fit.
Yes. Most engagements are fully remote with async communication and clear cadences. I set up a shared workspace (Notion, Slack/Teams, dashboards) so your team always knows what is happening and nothing gets lost. For Madrid-based clients, I am happy to mix in on-site working sessions when it adds value.
Before we work together, we map your funnel, processes, tools, and reporting in a focused 1-hour call. You leave with a simple 1-page view of your current operational maturity and the top 3 actions that would make the biggest difference right now. There is no commitment, no sales pitch — just a clear-eyed assessment.
Once we agree on scope, we can usually kick off within 1 week. There is no long onboarding or procurement process. We align on deliverables, sign a simple agreement, and get to work. For most projects, the first 10 days are dedicated to the Ops Diagnostic and quick wins.
Absolutely. The three packages cover the most common needs, but every startup is different. If you need a broader transformation, multi-team restructuring, a specific operational area (finance ops, HR ops, supply chain), or a combination of services, I will design a custom engagement with clear deliverables, timeline, and pricing.
I am tool-agnostic and adapt to your existing stack. Common tools include HubSpot, Salesforce, Pipedrive (CRM), Notion, Confluence (documentation), Stripe, Chargebee (billing), Google Sheets, Looker, Metabase (dashboards and reporting), and Slack or Teams for communication. If you need to migrate or implement a new tool, I can manage the full setup and team training.
Book a free 1-hour Ops Diagnostic. No commitment, no slide decks — just a clear picture of where you are and what to fix first.
Book Your Free Call →Or email me at vhapey@scale-ops.es