High Maintenance Things I Do to Run a Low Maintenance Business
Running a business can feel like juggling a million things at once. But let me let you in on a little secret: the more high maintenance you are with your systems upfront, the more low maintenance your day-to-day operations become. It's not magic, just smart workflows and tools that keep everything running smoothly behind the scenes.
If you're a service-based business owner you know the importance of efficiency. The real flex? Setting things up so well that your business practically manages itself. Here's how I apply the "high maintenance to be low maintenance" approach to every part of my business—and why you should too.
01 | Automating Client Management with Dubsado
High Maintenance: I spent hours customizing workflows in Dubsado for onboarding, contracts, invoicing, and client follow-ups. Every client touchpoint, from lead capture to project closeout, has an automated workflow attached.
Low Maintenance: Now, I don't chase clients for signatures or payment reminders. Once a client fills out an inquiry form, the system takes over—sending welcome emails, contracts, and invoices automatically. This frees me up to focus on strategy, not admin.
Pro Tip: Take the time to create canned email responses in Dubsado. Customize them by adding personal touches, but don’t rewrite the same email 50 times.
02 | Financial Clarity with QuickBooks
High Maintenance: I connected QuickBooks to my bank accounts, Stripe, and Dubsado. I hired a bookkeeper and set up a Google Drive folder where I drop all my receipts at the end of the month.
Low Maintenance: Every transaction is categorized in real-time, and come tax season, I’m not drowning in paperwork. My bookkeeper handles the nitty-gritty, and I always have a clear financial picture.
Pro Tip: Automate recurring invoices in QuickBooks and integrate it with Dubsado. It’s one less thing to think about.
03 | Task Management on Autopilot with Asana
High Maintenance: I built custom templates for every project, launch, and recurring task. I reuse these templates not just for my business, but for my clients too. Each project has a detailed step-by-step breakdown, including deadlines and dependencies.
Low Maintenance: I start every new project with one click. No more reinventing the wheel or forgetting small details. Tasks automatically assign to team members, and I get notifications when something needs my attention.
Pro Tip: Create task templates for regular workflows like onboarding, launches, and content creation. Trust me, future you will thank you.
04 | Organizing Communication with Slack
High Maintenance: I created separate Slack workspaces for each client and internal projects. Channels are set up for specific areas like marketing, operations, and client inquiries. Everything is neatly categorized and easy to find.
Low Maintenance: I never waste time digging through emails. Every conversation has a place, and my team knows exactly where to go for answers. I write out instructions or questions, and my team can respond when it's convenient for them.
Pro Tip: Use Slack integrations with Asana and Google Drive to keep project updates and documents at your fingertips.
05 | Email Marketing & Sales with FloDesk
High Maintenance: I designed email templates, set up audience segmentation, and automated workflows for lead magnets, newsletters, and launches. I write the content, but my team tests and schedules the emails.
Low Maintenance: Emails go out without me touching a thing. Every lead is nurtured automatically, and I stay top of mind with my audience without the constant pressure of manually sending emails.
Pro Tip: Use FloDesk's checkout feature to sell digital products and services directly. Automate follow-up sequences to keep clients engaged after their purchase.
06 | Building an All-in-One Hub with Notion
High Maintenance: I created a Notion dashboard to track client projects, internal tasks, content calendars, and SOPs. Everything from client onboarding to quarterly planning lives in Notion.
Low Maintenance: I have one central place for everything. I always know where projects stand, and I spend zero time searching for documents. My team has access to everything they need without asking me.
Pro Tip: Use linked databases and templates in Notion to manage recurring projects or client dashboards.
Why This Approach Works
It might seem over-the-top to spend so much time setting up workflows, automations, and systems. But here's the thing—the upfront investment pays off. These high-maintenance setups save me hours every week and eliminate the mental load of remembering every little detail.
By systematizing the back end, I can:
Scale my business without scaling stress
Onboard clients quickly and professionally
Spend more time on strategy and creative work
Delegate tasks confidently to my team
The Mindset Shift: Think Like a CEO
Being "high maintenance" with your systems requires a mindset shift. As a business owner, your time is your most valuable resource. Spending hours on admin and chasing tasks isn't sustainable. Your energy should go into growing your business, not running it.
When you approach systems as long-term investments, you build a foundation that supports your growth. This shift from "doing all the things" to setting up systems that do them for you is the difference between burnout and sustainable success.
How to Start: High Maintenance Tasks to Prioritize
Automate Invoicing & Payments – Use Dubsado and QuickBooks to handle contracts, proposals, and payment reminders.
Create Reusable Templates – Build Asana templates for project management, client onboarding, and launches.
Organize Communication – Set up Slack workspaces for internal projects and client collaborations.
Streamline Email Marketing – Use FloDesk for automated sequences and lead magnet delivery.
Centralize Information – Use Notion as your business hub for task management, SOPs, and content planning.
In a Nutshell
High maintenance doesn’t have to mean complicated. It means being intentional about creating workflows and automations that make your business easier to run. The more you frontload the effort, the smoother everything operates down the line.
If you're tired of feeling like your business runs you, this is your sign to embrace the low maintenance era. Set up the systems, invest in the tools, and watch your business thrive with ease.
About Crystal Eva
Crystal Eva is a Fractional Chief Operating Officer. She empowers and supports women entrepreneurs by streamlining their technology, enhancing client retention, and elevating the client journey and onboarding process with seamless efficiency.
P.S. Are you ready to streamline, elevate, and turbocharge your business growth so you can live a more balanced life?
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