Scrappy ABM Scales from $50K to $200K MRR and Builds a Stress-Free Agency With ZenPilot

Challenge: Running a Growing Agency Through Texts and Slack

When Mason Cosby came to ZenPilot, Scrappy ABM was doing $45-60K/month in project-based revenue - not recurring. The team was growing, but the operations had no structure underneath them. Work was scattered across texts, Slack, email, and LinkedIn. With an army of part-time contractors, no one had clear ownership of tasks or deliverables. There was no way to see whether work was on track, who was overloaded, or whether the business was profitable on a per-client basis.

“No one knew what they were actually supposed to be doing because they’re trying to manage everything through texts and Slacks and emails,” Mason said. The problem wasn’t effort - the team was working hard. But without a centralized system, that effort wasn’t coordinated.

The revenue model made it worse. Project-based work meant cash flow was unpredictable, which made it impossible to plan hiring, capacity, or expenses with any confidence. And Mason himself was the connective tissue holding everything together - personally involved in every client engagement and conversation, which left no time for sales, strategy, or growth.

Solution: Blueprint, Centralize, Templatize

ZenPilot started with the Blueprint discovery process - structured conversations with the leadership team that produced something Scrappy ABM hadn’t had before: a shared language for defining roles, responsibilities, and how work should flow through the agency. These weren’t easy conversations, but the Blueprint forced them to happen.

From there, ZenPilot consolidated all project management, leadership dashboards, and reporting into ClickUp. The scattered tools were replaced with a single source of truth - every client engagement, every task, every deliverable in one place. Leadership finally had visibility into what was actually happening.

The last piece was templatization. ZenPilot built delivery processes specific to Scrappy ABM’s model - structured so that any team member, including a new hire in their first weeks, could launch, track, and manage client work independently. That last part was the key to breaking Mason out of the delivery bottleneck.

Result: Founder Freedom and $200K in Recurring Revenue

The operational shift produced financial results quickly. Within six months, Scrappy ABM had scaled from $50-60K/month in non-recurring revenue to $200K/month in recurring revenue. Standardized workflows and capacity planning enabled them to build and maintain a 30% net profit margin and three months of operating expenses in reserve.

Mason went from being embedded in every client engagement to fully trusting his team to manage delivery independently. The visibility that the new ClickUp system provided made that trust possible - his team could see what was on track, who had capacity, and where problems were forming before they became client issues.

“Having visibility and knowing when things are going to get done because the people are actually following the process - that has given me a lot of confidence as a project manager. Before, we couldn’t do that.” — Tori Stubbs, Project Manager, Scrappy ABM

The change Mason described wasn’t just financial. “I went from editing podcast episodes at 3 a.m. and living paycheck to paycheck to $200,000 a month in recurring revenue and no longer stressed about making sure the work gets done.”

Download the full case study (PDF)