Bearcat HQ
A single-tenant operations platform that replaced QuickBooks + MailerLite + Meta Ads Manager + a spreadsheet + email threads with one application. Lead capture, estimates, install scheduling, payment tracking, marketing attribution, and AI-assisted customer outreach — all behind Google SSO at hq.bearcatturf.com.
Five disconnected systems, no single source of truth.
Bearcat Turf — a DFW-based artificial turf installer — was running its business across five disconnected systems: QuickBooks for invoicing, MailerLite for email marketing, Meta Ads Manager for paid acquisition, a spreadsheet for job scheduling, and email threads for customer communication.
With ~130 leads a month and growing, the owner couldn't answer basic questions:
- Which marketing channel is actually profitable?
- Which estimates are stalling?
- Which customers are at risk of churning?
Critical data lived in five places, and none of it talked.
One platform. One source of truth. The whole lifecycle.
Bearcat HQ is a single-tenant operations platform consolidating the entire customer lifecycle into one application. Built as a Next.js 15 app backed by Postgres, integrating directly with QuickBooks, MailerLite, Meta, Google Analytics, Google Search Console, and Resend.
The owner's wife (operations lead) and the owner himself share the same source of truth in real time, with mobile-friendly views for field updates.
Six surfaces, one application.
Hot leads get touched in under 60 seconds.
Website form fills are scored by Claude Sonnet, classified by intent (residential lawn, pet turf, batting cage, commercial, etc.), and trigger a 60-second SMS + email auto-response.
Time-to-first-touch cut from hours to under a minute.Every dollar tied to a closed estimate.
Every contact tied to first-touch + last-touch source (Meta Ad, Google Ads campaign, organic search, referral, yard sign). When an estimate is won, revenue auto-credits back to the source channel. ROAS calculated daily across Meta, Google Ads, and SEO.
Owner finally knows which channel actually pays.Real-time Kanban from lead to completed.
Lead → Estimating → Deposit Paid → Scheduled → In Progress → Punch List → Completed. Drag-and-drop status updates, payment logging with auto-recomputed balance owed, photo galleries per install, dashboard surfacing sq ft under contract, revenue in progress, materials not yet ordered.
Replaces the spreadsheet + email-thread + memory chain.Owner-voice drip sequences, drafted by Claude.
Welcome, re-engagement, win-back, and referral sequences drafted by Claude Sonnet from a brand voice profile distilled from 50+ of the owner's real sales emails. One-off campaigns generate, edit, push-publish to MailerLite, and get an AI debrief after they run.
Marketing without a marketer. Owner stays in voice.On-brand social assets in under 30 seconds.
Prompted on-brand social graphics via Gemini Nano Banana, conditioned on the brand's logo and reference photos for visual consistency. Owner types "Spring promo card — 30% off pet turf installs" and gets square + vertical + horizontal assets.
Replaces Canva sessions with a 30-second generate-and-post loop.Plain-English search over 4,000+ contacts.
Hugging Face sentence-transformers + pgvector. Queries like "people who asked about putting greens" or "commercial installs over 5,000 sq ft" return ranked matches in real-time.
The CRM that finally remembers everything you told it.Modern stack, sensible choices, production-grade auth.
- Stack: Next.js 15 (App Router, RSC, Server Actions), TypeScript, Prisma, Neon Postgres + pgvector, NextAuth v5, Resend, Twilio.
- AI: Anthropic Claude Sonnet 4.6 (intent classification, voice-matched copy, debriefs), Google Gemini 2.5 Flash + Nano Banana (social graphics), Hugging Face sentence-transformers (semantic search embeddings).
- Integrations: QuickBooks Online (OAuth 2.0 + CDC), MailerLite REST, Meta Marketing API v20, Google OAuth, Google Analytics, Google Search Console.
- Infrastructure: Vercel, GitHub Actions cron, Neon serverless Postgres, Cloudflare DNS.
- Auth: Google SSO + per-user email allowlist, global middleware-enforced route protection. Zero-downtime data migration from SQLite to Neon Postgres.
Five tools, one platform, one source of truth.
Bearcat now runs every customer touchpoint — from first form fill to final invoice — through a single interface. Internal tools that previously required jumping between five tabs and a spreadsheet are now one click away. The business didn't get a CRM. It got its own operating system.
We build for contractors & trades.
Custom CRMs, missed-call text-back, and lead-pipeline tools for contractors and trade businesses. If your leads are dying in your phone's recent calls, we fix that.
Your business running on 6 different tools?
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