Zixly Business Model

Version: 3.0
Last Updated: 2025-10-25
Owner: Business Architecture
Status: Active Strategy

Executive Summary

Zixly is a business automation service for Brisbane SMEs, connecting business systems (Xero, HubSpot, Shopify, etc.) so they work together automatically. We eliminate repetitive admin work, saving businesses 10-20 hours per week.

Business Model

• Service Business: Business automation services for Brisbane SMEs
• Internal Operations Platform: Single-tenant platform to track Zixly’s service delivery
• Market Focus: SMEs (10-50 employees) across all industries
• Value Proposition: Connect your business systems automatically, eliminate double data entry, save time on admin work

What Zixly Is

Business Automation Service Business

Primary Business: Automate workflows between business systems for Brisbane SMEs

Services Offered:

• Automatic invoice generation and payment tracking
• Customer data syncing between CRM and accounting
• Inventory management and supplier ordering automation
• Project-to-invoice workflow automation
• Business dashboard and reporting

Target Market: Brisbane and South East Queensland SMEs (10-50 employees)

Service Tiers: | Tier | Investment | Timeline | Best For | |——|————|———-|———-| | Business Automation Starter | $3,000 - $5,000 | 1-2 weeks | Small businesses, 2-3 core workflows | | Complete Business Automation | $8,000 - $15,000 | 4-6 weeks | Growing businesses, multiple integrations | | Enterprise Business Suite | $20,000 - $40,000 | 8-12 weeks | Established businesses, industry-specific needs |

Internal Operations Platform

Purpose: Track Zixly’s own service delivery operations

Platform Characteristics:

• Single tenant: Only Zixly organization data
• Internal users: Only Zixly team members
• Service clients: Brisbane SMEs using Zixly’s business automation services
• Tracking: Project velocity, client workflows, satisfaction scores, service delivery metrics

Technology Stack (Internal):

• Next.js + React for dashboard
• PostgreSQL (Supabase) for workflow tracking
• Webhook receivers for integration events
• Worker queues for background processing
• Monitoring for workflow success rates

Data Model (Internal Operations)

Current Implementation

Tenant: Zixly organization (single tenant)

• Users: Zixly team members (internal staff)
• Clients: Zixly’s service clients (Brisbane SMEs across all industries)
• Data: Workflow execution history, client systems, automation performance metrics

Business Context

Zixly Service Clients (Brisbane SMEs)
        ↓
Business Automation Services (Xero, HubSpot, Shopify integrations)
        ↓
Internal Operations Platform (Track workflow executions)
        ↓
Zixly Team (Service delivery team)

Not Multi-Tenant SaaS:

• ❌ No external customers using platform directly
• ❌ No multi-tenancy for external organizations
• ❌ No external user management
• ✅ Single-tenant for Zixly internal operations only

“Using It to Run Our Business” Strategy

Core Principle: Practice What We Preach

Definition: Using business automation workflows internally to run Zixly’s operations

For Zixly: Using the same automation patterns we sell to clients, providing authentic expertise through real-world usage.

Strategic Benefits

Authentic Expertise:

• Daily usage of business automation workflows
• Real-world implementation experience with Xero, HubSpot, and other SME systems
• Genuine problem-solving knowledge for common business challenges
• Continuous workflow optimization based on actual usage

Competitive Advantage:

• Unique market positioning (automation consultants automating their own business)
• Real-world proof of concept
• Authentic success stories from our own operations
• “We use this exact setup to run Zixly” credibility

Continuous Improvement:

• Daily usage drives innovation in workflow design
• Real-world pain points identified and solved
• Workflow optimization opportunities discovered organically
• New integration patterns developed from actual needs

Client Credibility:

• “We use these exact workflows to run our own business”
• Live system demonstrations with real data
• Actual performance metrics (time saved, errors prevented)
• Genuine use case examples from our operations

Internal Automation Examples

Invoice Workflow:

• Client approves quote → Invoice auto-created in Xero → Payment reminder emails → Payment received → CRM updated

Client Onboarding:

• New client in HubSpot → Project created in Asana → Welcome email sent → Xero contact created → Kickoff meeting scheduled

Time Tracking to Billing:

• Time logged in project management → Weekly timesheet compiled → Client invoiced automatically → Hours updated in CRM

Financial Reporting:

• End of week → Revenue calculated from Xero → Dashboard updated → Weekly report emailed to team

Target Market Analysis

Primary Market Segments

Professional Services (Law, Accounting, Consulting, Architecture)

• Size: 10-50 employees
• Pain Points: Timesheet chaos, billing inaccuracies, scattered client communication, manual WIP tracking
• Value: 15+ hours/week saved on admin, improved billing accuracy, better client visibility
• Examples: Law firms, accounting practices, engineering consultancies, architecture firms

Construction & Trades (Builders, Electricians, Plumbers, Landscapers)

• Size: 5-30 employees
• Pain Points: Quote tracking nightmare, manual job costing, progress billing complexity, supplier invoice data entry
• Value: 12+ hours/week saved, accurate job costing, faster invoicing
• Examples: Building contractors, electrical contractors, plumbing businesses, landscaping companies

E-commerce & Retail

• Size: 5-40 employees
• Pain Points: Inventory out of sync, manual order processing, customer service overwhelm, multi-channel chaos
• Value: 20+ hours/week saved, zero stockouts, faster order fulfillment
• Examples: Online stores, retail chains, wholesale distributors

Manufacturing (Small to Medium Production)

• Size: 20-50 employees
• Pain Points: Manual production scheduling, reactive purchasing, paper-based quality control, unknown profitability
• Value: 10+ hours/week saved, reduced stockouts, better cost visibility
• Examples: Food manufacturers, component manufacturers, packaging companies

Market Size (Brisbane & SEQ)

• Total SMEs (10-50 employees): ~25,000 businesses
• Target addressable market: ~5,000 businesses (those with 3+ business systems)
• Serviceable market (year 1): 100-200 businesses (those ready for automation)
• Target penetration (year 1): 20-30 clients (0.5-1% of serviceable market)

Automation Templates

Common Workflow Patterns

Customer Lifecycle Automation:

• New lead captured → CRM entry created → Welcome email sent → Follow-up scheduled
• Deal won → Invoice generated → Project created → Team notified → Onboarding triggered
• Payment received → Thank you email → Profitability calculated → Upsell opportunity flagged

Financial Automation:

• Timesheet approved → Invoice created → Payment reminder scheduled → Receipt recorded → P&L updated
• Supplier invoice received → Job allocated → Xero posted → Approval workflow → Payment scheduled
• End of month → Revenue calculated → Expenses categorized → Financial report generated

Inventory & Supply Chain:

• Stock level low → Supplier notified → Purchase order created → Receipt tracked → Inventory updated
• Order received → Inventory allocated → Pick list generated → Shipping label created → Customer notified
• Product sold → Inventory decremented → Reorder triggered if below threshold

Project Management:

• New project won → Folder structure created → Team assigned → Tasks generated → Timeline set → Client portal access
• Milestone reached → Progress invoice generated → Customer updated → Payment requested
• Project complete → Final invoice sent → Files archived → Feedback requested → Case study created

Competitive Advantages

vs. Traditional IT Consultants

• Business focus: We speak business language, not technical jargon
• Local Brisbane expertise: In-person meetings, same timezone, Australian compliance understanding
• Fixed pricing: No surprise hourly billings, clear project costs
• Fast implementation: 1-12 weeks vs months of IT projects

vs. DIY Integration Platforms (Zapier, Make)

• Done for you: We build and maintain workflows, clients don’t need to learn tools
• Custom complexity: Handle complex workflows DIY tools can’t manage
• Business consulting: We understand your processes and suggest improvements
• Ongoing support: We’re here when things break or need changes

vs. Large Automation Consultancies

• Brisbane-appropriate pricing: $3K-$40K projects, not $100K+ enterprise pricing
• SME-focused: We understand 10-50 employee businesses, not just enterprises
• Quick turnaround: Weeks not months, pragmatic not perfect
• Personal relationship: Direct access to senior consultants, no account managers

vs. Offshore Automation Services

• Local Brisbane presence: In-person meetings, site visits, understand Australian business
• Same timezone: No waiting overnight for responses
• Australian data residency: Your data stays in Australia, compliance confidence
• Cultural fit: Understand Queensland business culture and communication style

Business Development Strategy

Lead Generation

Local Networking:

• Brisbane business chambers and networking groups
• Industry association events (builders, lawyers, accountants)
• Accountant and bookkeeper partnerships (referral channel)
• Business coach and consultant partnerships

Content Marketing:

• Blog posts about SME automation challenges and solutions
• Industry-specific case studies (how we helped a plumber, lawyer, retailer)
• LinkedIn content targeting Brisbane business owners
• Workshops on business automation at local co-working spaces

Partnership Strategy:

• Xero accountants and bookkeepers (they see clients needing automation)
• Business coaches and consultants (they identify inefficient processes)
• Industry associations (direct access to target market)
• Complementary service providers (web developers, marketing agencies)

Referral Program:

• 10% discount on next project for client referrals
• Partner commission program for accountants and consultants
• Case study program (discount for letting us showcase results)

Sales Process

Discovery Call (Free, 30-60 minutes):

• Current systems inventory (what tools do you use?)
• Pain point identification (what takes the most time?)
• Workflow mapping (how does work flow through your business?)
• Opportunity sizing (how much time could be saved?)

Business Process Review (Paid, $500 credited to project):

• 2-4 hours deep-dive into current operations
• Document existing workflows and pain points
• Identify automation opportunities with ROI calculations
• Propose specific workflows to automate

Proposal:

• Clear service tier recommendation (Starter, Complete, or Enterprise)
• Specific workflows to be automated
• Timeline and deliverables
• Investment breakdown with ROI calculation
• Success metrics (time saved, errors reduced)

Implementation:

• Phased approach (1-12 weeks depending on tier)
• Weekly check-ins with client
• Training for client team on using automated workflows
• Testing period with adjustment
• Handover and ongoing support options

Follow-up:

• Monthly management services (optional $500-$2K/month)
• New workflow development as business grows
• System updates and optimization
• Annual automation review and improvement

Success Metrics

Internal Operations (Zixly)

Efficiency Gains:

• 60%+ reduction in manual administrative work (our own operations)
• 95%+ client satisfaction scores
• 75%+ billable hours utilization
• 98%+ invoice payment within 30 days

Business Impact:

• Improved service delivery quality through automation
• Faster client onboarding with standardized workflows
• Better financial visibility with automated reporting
• Enhanced team productivity (less admin, more client work)

Client Outcomes

Time Savings:

• 10-20 hours per week saved on repetitive admin tasks
• 70%+ reduction in manual data entry
• 50%+ faster invoicing and billing processes
• 80%+ reduction in “where’s that information?” searching

Accuracy Improvements:

• 95%+ reduction in data entry errors
• Consistent data across all systems (single source of truth)
• Eliminated duplicate or conflicting information
• Improved financial reporting accuracy

Business Growth Enablers:

• Capacity to handle 30-50% more clients without additional admin staff
• Better cash flow through faster invoicing and payment tracking
• Improved customer experience through consistent communication
• Data-driven decision making with real-time dashboards

Financial Metrics (Clients)

ROI Calculations:

• Professional Services: $72K/year saved (15 hrs/week at $90/hr) for $8K investment = 9:1 ROI
• Construction: $46K/year saved (12 hrs/week at $75/hr) for $12K investment = 4:1 ROI
• E-commerce: $75K/year saved (2 FTE reduction in order processing) for $15K investment = 5:1 ROI
• Manufacturing: $67K/year saved (time + stockout reduction) for $12K investment = 5:1 ROI

Risk Mitigation

Technical Risks

API Changes from Vendors (Xero, HubSpot, etc.):

• Risk: Third-party APIs change, breaking integrations
• Mitigation: Monitor vendor API announcements, have update process
• Mitigation: Build abstraction layer so changes isolated to one place
• Mitigation: Test integrations regularly with automated health checks

Data Synchronization Issues:

• Risk: Data gets out of sync between systems, causing confusion
• Mitigation: Clear error logging and alerting
• Mitigation: Automated health checks and reconciliation
• Mitigation: Manual override and correction procedures documented

Business Risks

Client Technical Literacy:

• Risk: Clients intimidated by technology, resist automation
• Mitigation: Heavy focus on business outcomes, not technology
• Mitigation: Comprehensive training and handholding
• Mitigation: Ongoing support to build confidence

Market Education:

• Risk: SMEs don’t know automation is possible or affordable
• Mitigation: Educational content marketing (case studies, workshops)
• Mitigation: ROI calculators and clear pricing
• Mitigation: “Quick win” starter packages to prove value

Vendor Dependency:

• Risk: Reliant on third-party platforms (Xero, HubSpot)
• Mitigation: Support multiple alternatives (MYOB, Pipedrive, Salesforce)
• Mitigation: Clear communication to clients about platform choices
• Mitigation: Build transferable workflows, not locked-in solutions

Scaling Challenges:

• Risk: Limited team capacity as client base grows
• Mitigation: Standardized workflow templates reduce implementation time
• Mitigation: Client self-service capabilities for simple changes
• Mitigation: Strategic hiring plan (contractor consultants initially)

Long-Term Vision

Year 1: Foundation (2025-2026)

• Build expertise through internal usage of automation
• Deliver 20-30 SME client projects
• Establish Brisbane market presence and reputation
• Develop library of workflow templates by industry
• Build partnerships with 5-10 accountants and business coaches

Revenue Target: $200K-$400K (20-30 clients at $8K-$15K average)

Year 2: Growth (2026-2027)

• Scale to 50-70 client projects
• Grow team to 2-3 automation consultants
• Expand to Gold Coast and Sunshine Coast markets
• Industry-specific packages (legal, construction, e-commerce)
• Self-service client portal for simple workflow changes

Revenue Target: $500K-$800K (50-70 clients + recurring revenue growth)

Year 3: Expansion (2027-2028)

• Interstate expansion (Sydney, Melbourne through partnerships)
• Advanced analytics and business intelligence offerings
• White-label partner program for other consultants
• Industry-specific SaaS products (standardized automation packages)

Revenue Target: $1M-$1.5M (100+ clients + recurring revenue + partnerships)

Conclusion

Zixly’s business model focuses on SME business automation through connecting existing business systems (Xero, HubSpot, Shopify, etc.) to eliminate repetitive admin work and save 10-20 hours per week.

By using these automation workflows to run our own business, we build genuine expertise and demonstrate real-world value. Our Brisbane-local presence, SME-appropriate pricing ($3K-$40K), and business-focused approach differentiate us from both IT consultants and DIY platforms.

The SME market in Brisbane is large (5,000+ businesses with 3+ systems) and underserved by automation solutions designed for their needs and budget. Zixly addresses this gap with practical, affordable business automation.

Document Version: 3.0
Last Updated: 2025-10-25
Owner: Zixly Business Architecture
Review Cycle: Quarterly

Previous Versions:

• v1.0: Initial documentation (n8n-focused SME stack model)
• v2.0: Updated to reflect DevOps automation service model
• v3.0: Complete pivot to SME business automation (current)