Helping Small Business Owners Build Systems That Scale

If you’ve ever felt overwhelmed by tasks, lost in a sea of client forms, or unsure how to build a system that truly supports growth, Nicole of Let Nicole Help has insight you may need. Drawing from her structured background—she once coached high school basketball, focusing on conditioning and fundamentals—Nicole now brings that same foundational mindset to helping entrepreneurs streamline their client experience using 17hats.

A Systems-Minded Start

Nicole’s journey began unexpectedly over a casual lunch when a friend introduced her to 17hats. “A friend said, ‘A lot of my balloon friends need help with their systems,’” Nicole recalls. “And honestly, it just took off from there.” Today, she supports a wide range of businesses—from balloon artists to photographers—helping them create repeatable, scalable systems through smart automation.

“You can’t really grow if you don’t have something solid underneath,” Nicole emphasizes. Her starting point for new clients? “Think about what happens when someone contacts you. What’s your next step? Is it an automation? A task? A manual follow-up? Map out those key touchpoints.” 

She encourages starting on paper: “There’s nothing quite like seeing your process in front of you. Once you have it laid out, then you can build into your digital setup in 17hats.”

Why Systems Matter?

Many business owners hesitate to build systems and automations because they don’t know where to start or worry it will be too complex. Nicole’s advice? “Start small and build your foundation. You don’t need a perfect system from day one.” 

The moment to embrace automation often comes when clients start reaching out faster than you can respond.

“That’s a clear sign you need a system in place to stay ahead and maintain a professional experience,” Nicole says. Automating key touchpoints—like sending initial replies or follow-up reminders—saves time and helps prevent overwhelm.

Tools to Save Time (and Make Money)

Nicole’s favorite 17hats feature? The Quote. “100% the Quote. I love how you can give clients choices right there in the Document.” She recommends structuring Quotes with non-negotiable services listed first and upsell options following. “Clients are already in a buying mood—why not give them a chance to say yes to something extra?”

Her strategy with Lead Capture Forms reflects her focus on qualified leads. “I’m a fan of pricing on the website and making sure that if someone’s filling out the form, they’re serious about working with you.” This plan helps Nicole know whether a potential customer is a good fit before even picking up the phone.

Working Smarter: Time-Saving Automation with Zapier

Time management is crucial, and Nicole uses automation to protect her most precious resource, time.

One favorite tool is Zapier. “I use Zapier to automatically reserve time on my calendar after a client books a call. So when a customer books a call, Zapier reserves time for me to do the work. I don’t have to worry about double-booking or missing it.” This digital time-blocking creates a manageable, predictable schedule.

She explains how this can be customized for different professionals: “Photographers can reserve editing time after a shoot, balloon artists can block time to prepare designs before an event. It’s adaptable to your needs.”

Balancing Automation with Heartfelt Connection

Nicole believes in personalization where it counts most. “For me, it’s really the bookends of the process — the first lead and the final thank you — that I want to personalize.” The middle stages of her process, she notes, can be automated without losing authenticity.

She addresses a common concern: “Some people worry automation might feel impersonal, but if you write it with warmth from the start, it doesn’t lose its heart.” Still hesitant? Nicole suggests a compromise: Prepare a template, and set it to be approved before sending. “Let the template come up on your Dashboard so you can review and personalize before sending.”

Tactical Tips: Ask for Reviews in Your Thank You Emails

Nicole shares a clear strategy for thank you emails within 17hats Workflows. “Write it once, save it as a template, then set it to send a couple days after the event.” Timing matters: “Day one after an event, clients might be tired, but by day two or three, they’re riding the high and eager to share the love and leave reviews.”Be sure to remember to ask for a review as you are thanking your client. On collecting reviews, Nicole recommends Google reviews as the go-to platform, with clickable links embedded in emails to make it easy for clients.

Building systems isn’t about complicating your business—it’s about freeing you to focus on what matters most.

Nicole’s approach proves that with the right tools and a thoughtful foundation, even the busiest solopreneurs can create systems that support growth and connection. 

Whether you’re just starting out or looking to refine your client experience, her advice is clear: start small, stay intentional, and don’t be afraid to let automation do the heavy lifting.

Nicole Larson – Systems Strategist & 17hats Ambassador

Nicole Larson’s entrepreneurial journey has been shaped by dedication, gratitude, and a strong sense of purpose. From leading workshops to working closely with her clients, she approaches every opportunity with a deep commitment to making a meaningful impact.

Visit the Links Below to Learn More About Nicole:

Website: letnicolehelp.com
Instagram: https://www.instagram.com/letnicolehelp