Fr-CAO Governance Retainer – Your Fractional Chief Automation Officer
We don't just build automations and disappear. Your Fractional Chief Automation Officer (Fr-CAO) joins your weekly leadership meetings, manages your automation roadmap, and ensures execution doesn't stall when priorities shift.
Long-Term Governance in Action
Here's what happens when you have a Fr-CAO governing your automation strategy over 12-24 months.
Challenge: Private equity-backed dental group scaling from 3 to 12 locations. Manual processes breaking down as they added providers. Needed automation to scale without proportional headcount growth.
What the Fr-CAO Managed:
Month 1-3: Foundation
- • Automated patient intake and insurance verification across all locations
- • Built centralized billing dashboard (replaced 3 separate systems)
Month 4-9: Scaling
- • Deployed automated referral tracking for specialty treatments
- • Built patient recall automation (hygiene appointments, treatment plans)
Month 10-18: Optimization
- • Automated claims denial tracking and appeals workflow
- • Built executive dashboard showing revenue cycle metrics by location
18-Month Impact:
- Scaled from 3 to 12 locations without adding billing staff
- Reduced days in A/R from 52 to 31 days
- Increased patient recall compliance by 40% (more hygiene revenue)
Challenge: Regional 3PL growing rapidly but drowning in manual order entry, carrier reconciliation, and customer billing. Needed to triple volume without tripling operations staff.
What the Fr-CAO Managed:
Month 1-6: Quick Wins
- • Automated quote-to-order workflow (eliminated 9 manual handoffs)
- • Built shipment tracking notification system
Month 7-15: Scale Infrastructure
- • Deployed carrier invoice reconciliation automation (saved 60 hrs/week)
- • Built customer billing automation (integrated TMS + QuickBooks)
Month 16-24: Strategic Growth
- • Automated customer portal for real-time tracking and POD retrieval
- • Built BI dashboards for revenue, margin, and carrier performance
24-Month Impact:
- Grew from 150 to 500 shipments/day with only 2 additional ops hires
- Reduced carrier invoice discrepancies by 85%
- Cut billing cycle from 10 days to 2 days (improved cash flow)
Challenge: Growing RIA firm ($1B → $2.5B AUM) needed to support more advisors without drowning operations team in onboarding, reporting, and compliance work.
What the Fr-CAO Managed:
Month 1-5: Advisor Enablement
- • Automated client onboarding (reduced 14-day process to 3 days)
- • Built digital account opening portal (integrated with Schwab/Fidelity)
Month 6-12: Operations Scaling
- • Automated quarterly performance reporting (saved 40 hrs/quarter)
- • Built compliance tracking system (ADV updates, trade reviews, annual filings)
Month 13-20: Strategic Growth
- • Automated billing reconciliation across 3 custodian platforms
- • Built client communication workflows (rebalancing, tax-loss harvesting)
20-Month Impact:
- Grew from 15 to 35 advisors without expanding operations team
- New client onboarding time dropped 75% (14 days → 3 days)
- Advisors reclaimed 6 hours/week previously spent on paperwork
Challenge: Private equity firm acquired B2B SaaS company ($10M ARR). Needed to standardize operations across 3 acquired companies and prepare for scale to $50M ARR.
What the Fr-CAO Managed:
Month 1-4: Integration
- • Unified 3 separate CRM systems into single Salesforce instance
- • Standardized customer onboarding workflow across all products
Month 5-8: Revenue Operations
- • Automated renewal tracking and health scoring (eliminated churn from missed renewals)
- • Built usage reporting and expansion opportunity identification
Month 9-12: Scale Preparation
- • Automated customer success workflows (onboarding, QBRs, support escalation)
- • Built executive dashboards for board reporting (ARR, NRR, CAC, LTV)
12-Month Impact:
- Integrated 3 companies without adding RevOps headcount
- Net revenue retention improved from 90% to 105%
- CSM capacity increased 3x (each CSM now manages 80 accounts vs. 25)
What Your Fr-CAO Manages by Industry
Your Fractional Chief Automation Officer joins your weekly leadership meetings and governs automation execution across your entire operation.
Healthcare & Medical Practices
Your Fr-CAO manages:
- Patient engagement automation: Appointment reminders, recalls, waitlist management
- Revenue cycle workflows: Insurance verification, claim submission, denial tracking
- Clinical operations: Referral tracking, lab result routing, specialist coordination
- Compliance reporting: HIPAA audit logs, quality metrics, provider credentialing
3PL & Logistics
Your Fr-CAO manages:
- Sales operations: Quote generation, order entry, customer portal access
- Shipment execution: BOL generation, carrier assignment, tracking notifications
- Financial reconciliation: Carrier invoice matching, billing automation, dispute management
- Business intelligence: Revenue dashboards, margin analysis, carrier performance
Financial & Wealth Advisors
Your Fr-CAO manages:
- Client acquisition: Lead routing, CRM updates, discovery meeting prep
- Onboarding workflows: Digital account opening, funding, portfolio setup
- Client servicing: Performance reporting, rebalancing, tax-loss harvesting
- Compliance & operations: ADV updates, billing reconciliation, trade reviews
SaaS & PE Portfolio Companies
Your Fr-CAO manages:
- Revenue operations: Lead-to-close workflows, quote automation, contract management
- Customer onboarding: Provisioning, training scheduling, success handoff
- Customer success: Health scoring, renewal workflows, expansion identification
- Board reporting: ARR dashboards, cohort analysis, unit economics
Frequently Asked Questions
Ready to Add a Fr-CAO to Your Leadership Team?
Month-to-month retainer. Cancel anytime. You own all the code. No vendor lock-in.
In our conversation, we'll explore:
- Your current automation portfolio and governance gaps
- How ongoing leadership cadence and execution pod support work
- What the Fr-CAO engagement looks like for your company
No pressure, no commitment—just a straightforward conversation about automation governance for your operation.