Why Everything Feels Dependent On You

If you are the founder, you probably know this feeling well.

  • You step away for a day and the entire business slows down.
  • Leads wait in your inbox.
  • Clients wait on updates that only you can write.
  • Your team waits on decisions that live only in your head.

On paper, you have tools, a virtual assistant, maybe even a small team. In reality, you are the system. This is not a skill issue. This is an operating system issue. And the Veritas System exists to solve exactly that.

The Veritas System In One Sentence

Capture everything, standardize it, automate what you can, then delegate what is left.

In practice, that becomes a simple and repeatable sequence that can upgrade any part of your operations.

Step 1: Capture Work So It Stops Living In Your Head

You cannot improve what you cannot see. For one week, document every recurring task across your business, especially the ones you quickly do without thinking.

Examples include:

  • Adding new leads into a CRM
  • Sending standard onboarding emails
  • Updating a spreadsheet after a client call
  • Preparing weekly client reports

Use any simple tool for this capture phase. A Notion page, a spreadsheet, even a digital notepad works. The goal is visibility, not perfection.

Pro tip: if a task shows up three or more times in a month, it is a systems candidate.

Step 2: Turn Loose Tasks Into Simple Standardized Workflows

A list of tasks is not a system. Take each recurring area and outline a simple workflow that breaks it into clear steps.

For example, a new client onboarding workflow might look like:

  • Receive signed agreement
  • Create client record in CRM
  • Send welcome email and intake form
  • Create project in your project manager
  • Schedule kickoff call

The goal is clarity. You want a workflow that a new team member could follow without guessing. Most founders discover that most bottlenecks came from unclear steps, not the tools themselves.

Step 3: Apply The Veritas Automation Filter

Now review each step with three simple questions:

  1. Is this step purely rule based?
    If yes, it is automation friendly. Tools like Zapier and n8n can run it reliably.
  2. Does this step involve writing, summarizing or rephrasing?
    If yes, it is AI friendly. Tools like ChatGPT can draft emails, updates and summaries.
  3. Does this step require human judgment or relationship?
    If yes, it should remain high value human work.

Example: Client Onboarding Workflow

  • Create client in CRM
    Rule based. Perfect for automation. Zapier can watch for a signed agreement and create the record automatically.
  • Send welcome email and intake form
    Automation plus AI. The trigger sends info to AI, which drafts a warm and on brand email.
  • Schedule kickoff call
    Mostly automation with a scheduling link, with optional human review for special cases.
  • Run kickoff call
    Human only. This is relationship work and should stay that way.

Even with a simple filter, you have already cut manual work while increasing consistency.

Step 4: Choose The Right Automation Layer

You do not need technical expertise to use the Veritas System. You just need to know what each tool is good at.

Zapier

Ideal for fast and simple automations between popular tools. Great for triggers like new leads, new payments or new form submissions.

N8N

Powerful for complex logic, custom API calls and multi step workflows. Best for processes with many rules, exceptions or data transformations.

AI Tools

These live inside your workflow to make it smarter. AI drafts messages, summarizes notes and transforms text so your automations feel human instead of robotic.

Together, these tools create the automation fabric of your business.

Step 5: Redefine Roles Around Systems, Not Tasks

Once your workflows are captured, standardized and partially automated, you can finally delegate with confidence.

A Veritas style role description might look like:

  • Own the client onboarding system, including exceptions and edge cases
  • Monitor automation logs and fix any broken steps
  • Identify new automation opportunities

This shifts your team from doing scattered tasks to running systems with clear boundaries. Your people work on top of systems instead of replacing them.

Step 6: Install A Simple Review Rhythm

Systems decay if they are not reviewed. The Veritas System includes a light but powerful cadence:

  • Weekly: Review any failed automations and quick fixes
  • Monthly: Deep dive one workflow to remove friction
  • Quarterly: Review your four layers:
    • Source of truth
    • System of record
    • Automation fabric
    • Intelligence and communication

You do not need a full time operations manager for this. You just need discipline and a recurring time block.

The Real Payoff Of A Veritas Style Business

When the system is installed, a few major shifts happen:

  • New hires ramp faster because your processes are documented and structured