Marketing spend with no attribution. Systems that don't talk to each other. Customers who fall through the cracks between steps. We build the operational infrastructure that plugs the leaks — so you can grow faster, operate leaner, and exit higher.
The Problem
You acquired the company. You brought in capital. You approved the growth plan.
But somewhere between “we're investing aggressively” and “here's what we got for it,” millions of dollars are disappearing into gaps that nobody's measuring.
It happens in three places. Every portfolio company. Every time.
Leak #1
“We're spending $200K a month on marketing to fuel growth — and we can't tell our LPs which dollars are producing revenue.”
The agency sends a PDF with impressions and clicks. The GM says “leads are up.” Finance says “revenue is growing, so something must be working.” But nobody can draw a line from $1 spent on a specific channel to an actual customer who paid.
Here's what that looks like in practice: A portfolio company spending $200K/month on Google Ads, referral networks, paid directories, and outbound sales. The front desk picks “Google” from a dropdown when a customer calls — but a quick test reveals they just pick whatever's at the top of the list. 40% of source data is wrong. The company is making million-dollar allocation decisions on garbage data.
What it costs
25–40% of marketing spend is misallocated when you don't have real attribution. On $2.4M/year in marketing, that's $600K–$960K quietly wasted — every year, across one company.
What we build
Real-time attribution infrastructure that connects every marketing channel to your CRM and revenue system. Every lead gets tagged at the source — automatically. You see cost per acquired customer by channel, by location, by month. Not from your agency's report. From your own data.
Leak #2
“Your portfolio company runs on 12 systems that don't talk to each other. Your team spends 20+ hours a week copying data between them — and the numbers still don't match when the board asks.”
Every acquired company comes with its own stack. A CRM from 2019. An EHR that someone's IT guy built. A scheduling tool that doesn't connect to billing. A call center platform that doesn't feed the CRM. Spreadsheets bridging the gaps. An ops team doing manual data entry instead of running the business.
And when you try to consolidate reporting across multiple portfolio companies? Nothing is standardized. Every company defines “lead” differently. Revenue reporting takes two weeks because someone has to manually pull from four systems and reconcile in Excel.
This isn't just inefficiency — it's invisible cost. The admin hours. The data errors that lead to bad decisions. The inability to compare performance across portfolio companies because the data isn't apples to apples.
What it costs
15–25 hours/week of admin time per portfolio company on manual data work. Plus the decisions you're making on bad data because systems aren't connected — that's the cost you can't even see yet.
What we build
Automated data pipelines that connect the systems your portfolio companies already use. No rip-and-replace. We integrate what's there, eliminate the manual data entry, and give you a single source of truth — per company and across the portfolio. One dashboard. Real numbers. No more reconciliation spreadsheets.
Leak #3
“Leads come in. Calls get missed. Follow-ups don't happen. Appointments no-show. Your portfolio company is paying to fill the top of the funnel — then losing 30–40% of it between the front door and the cash register.”
You spent $150 to get that lead. They called. The call center had a 12-minute wait time. They hung up. Nobody called them back. That lead is gone.
Or they booked an appointment. Didn't show. Nobody followed up. The slot sat empty. The revenue disappeared.
Or the estimate went out. The customer didn't respond in 48 hours. No one sent a second touch. The competitor who followed up first got the job.
This isn't a people problem. Your team is busy. There's just no system watching for the gaps. No automation catching the dropped balls. No process ensuring that every dollar you spent acquiring a customer actually has a chance to turn into revenue.
What it costs
If your portfolio company is converting 30% of inbound leads to revenue, and broken handoffs are responsible for even half of the 70% that drops — that's 35% of your total lead volume leaking out. On a company generating 500 leads/month at $150 per lead, that's $26K/month in acquisition cost with nothing to show for it.
What we build
Automated handoff monitoring that catches every gap — missed calls get instant callbacks, no-shows get re-engagement sequences, estimates get timed follow-ups, and nothing falls through the cracks. Your team keeps doing what they do. The system catches what they miss.
The Math
Here's what these three leaks look like for a single portfolio company doing $5M–$15M in revenue:
Now multiply that across your portfolio. If you own five companies, that's $5M–$10M in annual leakage.
Over a 5-year hold, that's $25M–$50M in value that never made it to EBITDA.
Even if we only recover 30% of that, the impact on your exit multiple is significant.
The Solution
Weeks 1–4
Visibility & Attribution
We connect every marketing channel, CRM, and operational system into a single dashboard. You see where money is going, where customers are coming from, and where they're dropping off — in real time, across every location.
Within 30 days, you know exactly which dollars are working and which aren't. Most companies find 20–35% of their marketing spend is producing nothing measurable.
Weeks 5–12
Optimization & Automation
Now that you can see the leaks, we plug them. Kill underperforming channels. Automate the handoffs that humans keep dropping. Connect the systems that should have been talking to each other from day one. Eliminate the manual data entry that's burning 20 hours a week.
The result: 15–30% reduction in marketing waste, 40–60% reduction in admin overhead, and a measurable increase in lead-to-revenue conversion.
Ongoing
Portfolio-Wide Rollout
Once it's working for one company, we replicate the infrastructure across the portfolio. Same playbook, customized to each company's stack. Standardized reporting so operating partners can compare performance across portfolio companies from one view.
Clean metrics for exit diligence. The dollars saved and recovered drop straight to EBITDA.
We don't run your marketing. We don't replace your agencies. We don't ask you to rip out your CRM or change how your teams work.
We build the infrastructure layer that sits underneath everything your portfolio companies are already doing.
Your agencies stay in place — we measure whether they're producing. Your CRMs stay in place — we connect them. Your teams keep working the way they work — we automate the gaps they don't have time to watch.
The good agencies love working with us. We prove their campaigns are generating revenue. The bad agencies don't love us — because we prove they aren't.
Getting Started
30 min, free
We look at one portfolio company — their marketing stack, their systems, their spend, their operational gaps. We show you exactly where the leaks are and what they're costing you. No pitch deck. Just the math.
One Company, 30 Days
We build the full infrastructure for one portfolio company. Attribution dashboard, system integrations, automated handoffs. You see the ROI in real data before committing to anything else.
Scale across companies
Once you've seen it work, we extend across additional portfolio companies. Same infrastructure, customized to each company's tools and workflow. Standardized reporting across the portfolio.
Fit Assessment
Book a 30-minute Portfolio Diagnostic. We'll look at one portfolio company, show you exactly where the three leaks are, and give you the math on what it's costing your fund. No pitch deck. Just the numbers.
Or email Matt directly: hello@rivetops.io
“We were spending $200K a month on patient acquisition across multiple locations and couldn't tell you which channels were producing revenue. Within 30 days, we found $40K/month in spend that was producing zero measurable return.”