Building SkillStacker: a complete system for field service training and retention
How we built SkillStacker, a multi-tenant SaaS that gives field service companies and contractors a blueprint for training and retaining their workers.
Building a lead source attribution dashboard for a lawn care business
How we closed the attribution gap for a lawn care company on Jobber: a web form to Jobber automation that captures the original lead source on every request, and a Looker Studio dashboard that breaks down revenue (not just lead count) by source and service line.
Custom GPT With Document Archive and Ongoing Sync
To avoid confusing the AI model, we created separate GPTs for documents vs. emails. We received documents in 10+ file formats including PC and Mac formats, Evernote exports, and access to a Google Drive with more files that would also be continually updated. Many of the PDF files we received were images with scans of text including handwritten notes. First, we converted all of the files into one standard format. For image-based PDFs, we used an AI model with vision to OCR the text (this turned out to be far more effective than attempting to use actual OCR techniques). Then, we chunked all the data and uploaded it to Supabase with vector embeddings, built an n8n API layer to retrieve the data, and set up a custom GPT with access to the n8n tools.
Custom GPT With Access to Email Archive
We were provided with massive email archives in different formats: from Outlook, Mac Mail, Gmail, and more. The client didn't know if there was overlap between the files. We converted all the emails into one friendly format, de-duplicated them, then built a tool to chunk them and store them in a vector database. Then, we used n8n to build a simple API layer that could query the database. Finally, we crafted a custom GPT with careful prompting and custom tools so it could call these n8n endpoints securely to search and retrieve emails.
Member Matchmaking Tool
The Upside needed a better way to match members together at scale. At first, the founder was personally matchmaking people based on her intuition and knowledge of their profiles. Then, they moved to unwieldy spreadsheets as the membership grew. Finally, they tried a matching tool with an expensive annual subscription which didn't fit their ideal process. We created a community-facing tool with an admin backend to create and manage matching 'rounds'. Members can answer a few questions to get matched up based on their similarity and automatically get connected for one-on-one conversations. This new tool saved thousands per year in subscription costs and had high member engagement, which leads directly to higher member retention.
Syncing Shopify Orders to Emarsys
In order to report on revenue and do abandoned cart, post-purchase, and interest-based email marketing, orders from Shopify need to flow into Emarsys. After testing the Emarsys Shopify app for syncing, we quickly realized this was not going to work out of the box. We built our own automation to sync new customers and upload orders and refunds into the sales data in Emarsys. The workflow also recovers itself in the case of failures, replaying from the last successful order import to ensure no data gets lost.
Folder Structure for New Matters
Every matter they create in Clio needs a specific folder structure created and tasks assigned. This would take more than 10 minutes per matter to do by hand, but our automation populates the entire folder structure and dynamically assigns tasks to the correct team members instantly.
Email Sync From Outlook to Clio
Keeping an organized record of emails pertaining to a case is important. The team uses FasterSuite to file emails from Outlook to Clio, but this is a manual process requiring them to choose the relevant matter every time they want to file an email. We used a series of heuristics to automatically file as many emails as possible for them, converting them from Outlook API's .eml format back into .msg format, which plays well with Outlook and also makes a preview available inside Clio. Attachments are also uploaded and filed with timestamps to make versioning clear.
Multi-Office Contact Sync
Because Clio only supports one 'location', the firm has had to make the difficult decision to open a new Clio account for each state they operate in. Now up to three states, that means 3 separate Clio accounts with their own data. To do proper conflict checks and keep an accurate list of contacts and clients, they needed to sync contacts, custom fields, and other data between accounts. This is a very complex process, but we automated it for them using n8n.
Knowledgebase App 'Q'
We built this platform for G2 Venture Partners on Bubble.io a few years ago. We custom code most projects now, but this app still functions well on Bubble. This app pulls together many disparate systems they were using without becoming a 'source of truth'. They're able to still use the tools they're used to for data management, while using Q as a way to get to information quickly, as well as quickly enter new deals into their systems. After using it for a while, they nicknamed it 'Q' after the all-knowing Star Trek character.
Proxy Chatbot
One of the primary ways users can interact with Proxy is with the chat assistant. We built it on the Claude Agent SDK, and they can access it through a chat interface online (using Voiceflow) or by texting the Proxy phone number. The agent has message validators that help constrain its responses, access to numerous research tools that give it access to Proxy data, and a persistent memory that allows it to personalize its approach to each user across platforms. For text messaging, it changes its response style to use shorthand and avoid long, overwhelming messages. Proxy can also check in on users over time proactively and listen to voice messages. It functions as a knowledgeable thinking partner.
Proxy Web App
This project began when we were building exclusively with no-code tools, so we built it in Bubble.io. The app walks users through an interactive form to build their profile, then uses that information and their location to provide recommendations on how they can claim back their time. It suggests services they can hire from the vetted network, as well as an action plan for what they can start doing in the next month to reduce the overwhelm.
Weekly Recap System
Everyone hates having too many meetings. But the team needed a way to stay aligned on objectives from week to week. They replaced their Monday meeting with a sophisticated weekly recap system which is continually evolving to create more transparency and value. Each employee records a video on Loom on Friday and submits it in a form. We use Gemini to watch the videos, summarize them, and extract key information from the screenshare. We then take each department and summarize all their team's submissions together.
Order PO to Shopify Order Automations
The team receives purchase orders from many types of sources, often sent via email in files. We've taken their top order sources outside of their website and created automations to automatically create corresponding Shopify orders and reply to the customer. Now, dozens of orders per week are automatically showing up in Shopify, freeing up account managers to focus on what they do best instead of manually entering orders.
Mastermind Internal AI Platform
We built an AI assistant platform for the team, connected to their Microsoft and Salesforce accounts. It has the ability to take actions for them, such as creating tasks in Salesforce or drafting emails. It can process PDFs, audio files, and more and includes a 'conversation mode' for voice-to-voice AI interaction. It goes beyond the capabilities of major chatbot interfaces like Claude or ChatGPT by providing precise, customized tools which maximize the ability of AI agents to take the right action, and provides collaboration features for the team.
Accounting/Finance Automations
B2B orders come with all kinds of edge cases and unique processes to consider. One of their big problems is invoicing clients at the right time, staying on top of overdue invoices, and ensuring things proceed smoothly from order, to fulfillment, to accounting. This automation below is one example: It reconciles all open invoices daily to double check their status, if they've shipped, etc. It takes action where it can, and reports any anomalies to the team in an email and Salesforce dashboard.
Simple Dashboard for Capacity Management
Back when we built this, it was early days for Airtable's new interface feature. We immediately saw the value in having an interface to manage their workload, so we created a couple of high-level dashboards for managing capacity and seeing progress at a glance.
Gantt Extension for Airtable
Airtable's Gantt view didn't have sufficient features based on what Riot needed, so we custom coded our own Gantt view which used the data model we had created to its full capacity, making useful features like the ability to move an entire timeline by shifting one piece.
KPI Airtable
We delivered an Airtable template and instructions on how to manage their operations with it. The template included logic for managing team schedules for project assignment, related tables to track how tasks ladder up to projects, programs, and ultimately KPIs, and percent completion based, auto-updating progress tracking. Screenshot is using sample data only.
Creating a Jobber Data Dashboard
How Datos Operations built an automated reporting dashboard for Graffitico, a field service company — overcoming Jobber's API limitations using n8n, Retool, Hookdeck, and Google Sheets.
Saving Righteous Felon $600/mo by migrating to N8N
Our client Righteous Felon Craft Jerky is a boutique distributor of all-natural, high protein meat snacks. They work with businesses like hotels, airlines, independent grocers, and national retailers like Costco, Sprouts, Wawa, and Ralphs to offer their snacks to customers, and provide their clients with a customized experience that makes ordering, delivery, and inventory management […]
Streamlining Legal Operations: Migrating from Keap to Lawmatics
A highly-rated estate planning law firm* based in Newport Beach, California approached us with a common problem: their current CRM, Keap, was no longer meeting their needs. The system was slow and cumbersome to use, lacking in critical features, and unable to serve as both a CRM and case management system.
Building a custom checkout and donation-based sponsor-matching system
“I hired Gio and his team at Datos to help me launch an online course. From the beginning I found Gio (and his team) to be professional and stellar communicators. Beyond that was his knowledge of a world I could not have navigated on my own. Gio was able to put resources together that had […]
Transferring Frump Fighters from Zapier to N8N
We worked with Frump Fighters to move their existing automations from Zapier to N8N while taking care to exactly match or exceed current functionality, while also avoiding missing any users who purchased while the migration occurred.
Dynamic quiz results email for How I Met My Dog
How I Met My Dog created a new quiz where users could answer personality questions about themselves and up to four of their dogs. These answers are processed with custom code to give the user results and insights about how their personality compares to their dog(s)’. The team hired me to take those results and […]
Built lead generation funnel which delivered 3x ROI
Built an ugly but effective case study lead generation funnel. Users opt in to receive the case study, then are solicited to schedule a call. I set up the funnel with Clickfunnels, followup emails in ActiveCampaign, and ran the ads from Facebook. We got 885 email optins, generated dozens of calls, and converted 2 of […]
Implementing HubSpot for 300+ employee tech company
Implemented HubSpot for a tech company with complex systems and multiple sources of data. The challenge: Set up a system that works seamlessly with 3-4 other email marketing systems for the same company Figure out how to import complex data from a variety of sources into the HubSpot system with an API and map it […]
Integrating Calendly with ActiveCampaign
My client uses Calendly to schedule calls, and they’re the most important activity that leads to a high-ticket sale. Calendly can integrate with our email system, ActiveCampaign, through Zapier. However, what you can do with just Zapier is pretty limited in this case. I wanted to go a few steps further, so I wrote some […]