Example scenario · Technology services
Enterprise software. Used like a spreadsheet.
A fast growing technology services company bought an enterprise CRM when it raised its last round. Two years on, the admin who built it had left, the teams worked around it in spreadsheets and the renewal was due.
An example scenario based on situations we see often. Details are representative, not a specific client.
Photo by LYCS Architecture on Unsplash
The situation
Where they started.
The CRM could do almost anything, which was part of the problem. One admin had configured it, and when they left, nobody knew how the automations worked or which fields mattered.
Sales used it because they had to. Marketing ran campaigns from a separate tool. Account managers kept renewals in a spreadsheet, and the directors got their numbers from finance, a month late.
The problem
What it was costing them.
6 tools, each doing one job, with nothing making sure they agreed. These are the places things slipped.
The admin who built it had left, and every change felt risky.
Account managers heard about renewals when clients mentioned them.
Campaign results never reached the pipeline.
Licences for features and users that added nothing.
What we did
Strategy first. Then the build.
Audited the existing CRM, automations and data with each team
Designed separate pipelines for new business, renewals and partnerships
Agreed the fields, rules and reports that matter, and dropped the rest
Planned a phased migration so nobody lost a day of selling
Contacts, companies, open deals and history moved across, cleaned and deduplicated.
New business, renewals and partnerships each have their own stages and owners.
Reminders, check ins and proposals go out well ahead of every renewal date.
Email campaigns and events feed the same pipeline, so marketing sees what it produced.
Pipeline, renewals and revenue by team, live instead of a month late.
The system
What the team sees every morning.
One pipeline, updated by the system as things happen. New enquiries arrive, follow ups go out and deals move on without anyone copying data between tools.
Swipe to see the whole pipeline.
Illustrative screen with invented companies and figures.
How it came together
From review to a system that runs.
We looked at every tool, every journey and where things were getting lost.
A working session with the leadership team to agree the plan and the priorities.
We rebuilt the system around the teams and migrated years of data, cleaned and deduplicated.
Short sessions for each team, then a phased switch over so nobody lost a day.
Monthly check ins to refine journeys, reports and campaigns as the company grows.
What changes
Before, and after.
FAQ
Questions about this kind of build.
Yes. We export contacts, companies, deals and history, clean and deduplicate them, and import them before launch. The old system can run alongside until the team is confident.
Sound familiar? Let's fix it properly.
Tell us what's going on in your business. If we're a good fit, we'll show you exactly what we'd build.
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