★★★★★
"Working with Aidan has been an excellent experience. He helped us develop a fully customized production workflow using Monday.com and Make that significantly improved how our production team operates."Verified on Upwork
Business systems partner · Pretoria · Working globally
Finally see the business you're running.
We design the operating system behind scale-up service companies — one source of truth, automated where it matters, handed off when it's done.
21 projects delivered · 5-star average across every one · Verified on Upwork
LIVE DEMO
Client Onboarding
Send welcome email
Done
Schedule kickoff call
Done
Setup workspace
Working on it
Send first invoice
Stuck
#client-ops
just now
MAKE.COM · SCENARIO
Monday
Filter
Slack
✓
DOCUMENT → STRUCTURED DATA
CLAUDE
Invoice #4982
Supplier
Acme Co
Amount
$4,250
Due
Jun 15
Status
Pending
§ THE THESIS
Service businesses outgrow their systems before they hire someone to fix them.
Most founders we work with hit the same wall around 8 to 15 employees. The Slack messages multiply, the spreadsheets fragment, and the founder becomes the only person who knows how anything actually works. By the time someone gets hired to fix it, the operation has been running on duct tape for a year. We exist to install the operational backbone before the cracks appear, not after.
Aidan Maguire · Founder, Vanta Flows
Across three recent builds, we've returned over 100 hours a month to our clients' ops teams.
100+
hours returned per month
1,200
hours a year into the business
21 / 21
projects delivered at 5★
§ WHAT CLIENTS SAY
Real reviews from real Upwork engagements.
21 completed projects. 5.0 average across all of them. Pulled directly from Upwork verified reviews.
★★★★★
"Aidan was incredibly easy to work with and had strong communication skills. Even with scope increases to the project he remained flexible and very customer service oriented."Verified on Upwork
★★★★★
"I take pleasure in writing a review of Aidan's services rendered. Aidan is a highly experienced Monday.com specialist who follows through with what is required and goes beyond the call."Verified on Upwork
★★★★★
"Aidan was extremely helpful and supportive. He completed all the expectations and went over and above the support that we expected."
21
completed projects
5.0
average rating
1,500+
tracked hours delivered
$73,000+
verified Upwork billings
§ 03 — ICP
Service businesses scaling past the founder.
8 to 50 people. $1M to $15M revenue. Past product–market fit, not yet at the "VP of Ops" stage. You've tried the usual fixes — they didn't stick.
Fit — you will get value
- Service business: lending, logistics, professional services, fulfillment, cannabis.
- Founder is still the bottleneck on everything important.
- Work gets through, but nobody knows where anything is without asking.
- You've bought Monday or HubSpot and never properly set it up.
- Hiring help multiplied chaos instead of reducing it.
Not a fit — be honest
- Pre-product-market-fit startups shopping for a template.
- Enterprises with a VP of Operations already in seat.
- Companies shopping on price alone. This is senior work.
- Anyone wanting a "Zapier guy" for an hour of setup.
- DTC ecommerce brands. Not our lane.
§ 04 — Services
Five disciplines. One operating system.
Outcome framing, not feature lists. Everything we build maps to one of these five.
SVC · 01
Business Operating System Design
One source of truth for how the company actually runs — roles, pipelines, handoffs, reporting.
Monday workspaces · role matrices · SOPs that stay updated
SVC · 02
CRM & Pipeline Architecture
A CRM your team will actually use — because the fields, stages, and automations match how you sell.
HubSpot · Monday CRM · Pipedrive · custom
SVC · 03
Advanced Workflow Automation
Replace the brittle Zapier chain waking you up on Sundays with Make scenarios that hold under load.
Make.com · Claude API · n8n
SVC · 04
Executive KPI Dashboards
See the five numbers that actually drive the business, updated live, from one screen.
Monday dashboards · Sheets · Looker · Slack digests
SVC · 05
API & Custom Integrations
When off-the-shelf ends, we pick up — REST, webhooks, and AI pipelines held to SLA.
REST · webhooks · Claude API · microservices
§ 05 — Process
Audit → Architect → Build → Handoff.
What actually happens after you book. Named steps. No vague "discovery phase" language.
01
Audit
We map your tools, workflows, and where work falls through. You get a written diagnosis — even if you don't hire us.
Week 1 · 60-min call + 2-day write-up
02
Architect
We design the system on paper before we build. Scope, data model, dashboards, automations. You approve first.
Week 1–2 · blueprint + fixed quote
03
Build
Weekly shippable milestones, not a six-week black box. You see progress on the real tools you'll be using day one.
Week 2–5 · weekly demos
04
Handoff
Documentation, Loom training, and a 30-day support window. Your team runs it from day 31.
Week 5–6 · SOPs + Loom library
§ 06 — Case studies
Real client types. Real hours returned.
Three engagements. 10 + 30 + 50–70 hours a month. Every number measured, nothing inflated.
Case · 01
Lending firm performance infrastructure
Performance data scattered across Monday boards, Google Sheets, and Slack. Monthly bonus calc took hours of manual cross-referencing.
10 hrs/ month of manual admin eliminated.
Read the full case →
Case · 02
Invoice processing pipeline
Every supplier invoice arrived as a PDF requiring a human to open, extract line items, and enter into Monday.com.
30 hrs/ month returned to ops. No human in the loop.
Read the full case →
Case · 03
Logistics workflow automation
Status updates required daily manual review, Slack chasing, and ops standups on "where are we with X".
50–70hrs/mo of coordination eliminated.
Read the full case →
§ 07 — Stack
Platforms we build on.
Trust marks, not a feature list. Picked to fit the engagement, not the other way around.
Primary workspace
Complex automation
Document + AI pipelines
When off-the-shelf ends
§ 08 — Engagement
Two ways we work together.
Fixed-price builds for one defined project. Automation partnerships for continuous needs. Pricing in the audit call.
Most engagements start here
Fixed-price systems build
One defined project. One defined scope. Handed off with documentation. For teams who know exactly what's broken.
Right for you if
- You can point at one system that's failing — CRM, reporting, or a specific workflow.
- You want a start date, a ship date, and a clean handoff.
- Typical engagement: 3–6 weeks, fixed quote after the audit.
Automation partnership
Ongoing retained work. For companies whose operations evolve weekly and whose team needs a senior systems partner on call.
Right for you if
- You already have the core infrastructure — it's continuous improvement that slips.
- Your team ships new products, markets, or processes every quarter.
- You want one accountable partner, not a rotating cast of freelancers.
§ 09 — About
Founder-led. Senior by default.
The person writing your proposal is the person building your system. No bench of juniors.
Aidan Maguire · Pretoria, South Africa.
Vanta Flows is run by Aidan, with a trainee, Henco, coming up behind. Senior depth across Monday.com, Make.com, and custom API integrations. 21 completed engagements on Upwork, five stars on every one — no bench of juniors, no handoff to offshore, no "account manager" in the middle.
Most clients are international — US, UK, Australia — on a weekly-shipping cadence across timezones. The person writing your proposal is the person building your system.
Verify on Upwork →21Projects delivered on Upwork
5.0★Average across every engagement
100+Hours/mo returned across 3 recent builds
US·UK·AUMost clients international
§ 10 — FAQ
The objections we get most.
Seven questions, all objection-focused. No "what is automation?" trivia.
Q1How long does a typical engagement take?+
Fixed-price builds run 3–6 weeks — one week audit, one week architecture, 2–4 weeks build and handoff. Automation partnerships are continuous, reviewed quarterly.
Q2Do you rebuild what I have or start fresh?+
Whichever is cheaper, faster, and more maintainable. The audit tells us. We've done both — salvaged working Monday setups, and greenfield'd entire ops stacks.
Q3What's different from hiring a freelancer?+
A freelancer builds what you asked for. We build what solves the problem — which is often not the same thing. Plus documentation, training, and a 30-day support window.
Q4We have a VA already. Why do we need you?+
A VA works inside the system. We design the system. Different jobs. If your ops manager copies data between tools half the week, that's a systems problem, not a capacity one.
Q5What does pricing typically look like?+
Fixed quote after the audit. We're not the cheapest and don't pretend to be — we compete on the system you're left with.
Q6Do you work with businesses outside South Africa?+
Yes — most clients are US, UK, or AU. The Upwork history is exclusively international engagements across timezones.
Q7What happens after the build is done?+
Documentation, Loom training, and a 30-day support window. Most clients run the system themselves from day 31.
§ THE TEAM
Small team. Senior work.
Vanta Flows is run lean by design. Every engagement is delivered by people who've done the work, not handed off to junior staff.
Founder
Aidan Maguire
Systems architect and Vanta Flows founder. Builds the operational backbone for service businesses scaling past the founder.
Operations
Henco
Runs Vanta Flows operations and lead qualification. First point of contact for new client conversations.
Stop being the operational bottleneck.
Tell us what's broken. We come back with an audit, a scope, and a date. Usually within 48 hours.