How We Built a Scalable Sales & Lead Gen System for Dr. Joe Sebestyen’s AP Tutoring Business

Over seven months (from August to Febuary 2025), we helped Dr. Joe Sebestyen transform his AP tutoring business, Supported Tutoring and Acing AP Exams, by building a structured, data-driven sales and marketing system from the ground up.

This case study outlines how we established a fully trackable sales infrastructure, improved lead quality and cash collection, and built an evergreen funnel that reduced seasonal cash flow swings.

By focusing on structured tracking, refined sales processes, and automation, we helped Dr. Joe stabilize revenue, increase upfront cash collection, and free himself from operational chaos, allowing the business to scale efficiently.

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Before: The Core Challenges

Like many coaching-based businesses, Supported Tutoring faced significant challenges with lead generation, sales tracking, and conversion optimization:

  1. No Sales & Lead Tracking: Before August, the business had no structured tracking for calls, leads, or sales. Only revenue and basic profit numbers were monitored, making it impossible to pinpoint breakdowns in the funnel.
  2. Highly Seasonal Demand: AP exam prep peaks in Q1/Q2, making cash flow unpredictable and difficult to sustain in off-seasons.
  3. Low-Quality Leads from a Facebook Group: Leads were added to a Facebook group, but engagement was inconsistent—most parents joined but never interacted.
  4. Lack of Pre-Call Education: Prospects arrived at sales calls without a clear understanding of who Joe was, how AP tutoring worked, or the value of his services.
  5. Founder Overextension: Dr. Joe handled all sales calls himself—on top of working full-time as a high school principal. There were no trained setters, closers, or pre-call resources to offload the workload.

Despite these challenges, Joe’s program had strong potential, his students consistently achieved outstanding results on AP exams. However, the sales and marketing processes needed an overhaul to make the business scalable.

After: The Transformation with Our System

Starting in August 2023, we rebuilt the sales and lead gen infrastructure from scratch, implementing:

✅ Sales & Lead Tracking:

✅ Lead Quality Overhaul: