Investment
£6,500
Timeline
5 Weeks
Monthly Saving
£940
Additional Revenue
£18K+ Month One
The Challenge
The business thought they had a CRM problem.
The client originally approached My Biz Solution because they felt they were not getting enough from their CRM. They wanted clearer visibility, better follow-up and a system that felt easier for the team to use.
Once the existing setup was reviewed properly, it became clear the CRM itself was only part of the issue. The bigger problem was the number of disconnected systems, duplicated tools, manual workarounds and operational gaps that had built up over time as the business grew.
The existing setup included:
- HubSpot for CRM and customer records.
- Calendly for bookings.
- Mailchimp for email marketing.
- Google Sheets tracking things manually.
- WhatsApp messages between staff.
- Typeform for enquiries and onboarding forms.
- DocuSign for contracts and agreements.
- Zapier and Make connecting systems together.
- Stripe and Worldpay sitting separately.
- Outlook calendars, paper notes and legacy spreadsheets.
What Was Really Happening
Technically, everything worked. Operationally, it had become messy and expensive.
None of the tools were necessarily wrong individually. The problem was the business had gradually layered systems on top of systems over several years until staff were spending more time managing platforms than using them effectively.
Operational issues
- Duplicate data entry across several systems.
- Staff switching between platforms constantly.
- No single view of the customer journey.
- Manual admin consuming time daily.
- Different teams using different processes.
Commercial issues
- Overlapping software subscriptions.
- Integration tools holding everything together.
- Missed or inconsistent follow-up.
- Poor reporting visibility.
- Opportunities sitting unnoticed in the system.
The Solution
A full CRM migration and operational consolidation project.
The project began with a full operational audit, reviewing how enquiries, customer communication, bookings, contracts, payments, reporting and follow-up actually moved through the business.
The aim was not to replace software for the sake of it. The aim was to simplify the operational structure underneath and create a cleaner, more scalable way of working.
What was included
- Full systems and subscription audit.
- CRM migration and data restructuring.
- Pipeline rebuild and workflow setup.
- Lead nurture and follow-up automation.
- Centralised forms and communication.
- Reporting and visibility improvements.
- Automation testing and optimisation.
- Team onboarding and transition support.
What changed
- Multiple subscriptions were consolidated.
- Customer communication became more structured.
- Manual admin was reduced significantly.
- Data became easier to access and trust.
- The business owner gained clearer visibility.
- Follow-up became more consistent.
- Staff had fewer systems to manage day-to-day.
- The business gained a cleaner operational foundation.
Operational Value
The return was not just in software savings. It was in how much easier the business became to run.
The subscription savings gave the project a clear financial baseline, but the bigger operational value came from reconnecting processes, improving visibility and reducing friction throughout the customer journey.
For this company, that meant clearer follow-up, less internal chasing, more visibility over opportunities and the ability to properly re-engage contacts and missed opportunities that had previously been sitting untouched in the system.
What this meant for this business:
- Current contacts and older opportunities could be re-engaged properly.
- Follow-up became more consistent across the customer journey.
- The team had clearer visibility over customers and next steps.
- Manual admin and duplicated data entry were reduced.
- Internal chasing between staff decreased significantly.
- Within the first month, re-engagement and improved follow-up resulted in two additional jobs worth over £18,000 in additional revenue.
- The business gained a cleaner foundation for future automation, AI and growth.
Important: Every business is different. The operational improvements, subscription savings, additional revenue opportunities and timelines shown in this case study were specific to this company’s existing systems, customer journey, internal processes and operational structure. Results will always vary depending on what is already in place, the level of operational friction present and the scope of work required.
Need to simplify the way your business runs?
If your systems have slowly become harder to manage, disconnected or overly dependent on workarounds, a proper operational review can help identify what needs simplifying, reconnecting or rebuilding.
Case Study · CRM & Systems Consolidation
CRM Migration & Operational Simplification
How a growing business thought they needed to get more from their CRM, but ended up simplifying their entire operational setup, reducing software costs, reconnecting processes and improving visibility across the business.
Investment
£6,500
Timeline
5 Weeks
Monthly Saving
£940
Additional Revenue
£18K+ Month One
The Challenge
The business thought they had a CRM problem.
The client originally approached My Biz Solution because they felt they were not getting enough from their CRM. They wanted clearer visibility, better follow-up and a system that felt easier for the team to use.
Once the existing setup was reviewed properly, it became clear the CRM itself was only part of the issue. The bigger problem was the number of disconnected systems, duplicated tools, manual workarounds and operational gaps that had built up over time as the business grew.
The existing setup included:
- HubSpot for CRM and customer records.
- Calendly for bookings.
- Mailchimp for email marketing.
- Google Sheets tracking things manually.
- WhatsApp messages between staff.
- Typeform for enquiries and onboarding forms.
- DocuSign for contracts and agreements.
- Zapier and Make connecting systems together.
- Stripe and Worldpay sitting separately.
- Outlook calendars, paper notes and legacy spreadsheets.
What Was Really Happening
Technically, everything worked. Operationally, it had become messy and expensive.
None of the tools were necessarily wrong individually. The problem was the business had gradually layered systems on top of systems over several years until staff were spending more time managing platforms than using them effectively.
Operational issues
- Duplicate data entry across several systems.
- Staff switching between platforms constantly.
- No single view of the customer journey.
- Manual admin consuming time daily.
- Different teams using different processes.
Commercial issues
- Overlapping software subscriptions.
- Integration tools holding everything together.
- Missed or inconsistent follow-up.
- Poor reporting visibility.
- Opportunities sitting unnoticed in the system.
The Solution
A full CRM migration and operational consolidation project.
The project began with a full operational audit, reviewing how enquiries, customer communication, bookings, contracts, payments, reporting and follow-up actually moved through the business.
The aim was not to replace software for the sake of it. The aim was to simplify the operational structure underneath and create a cleaner, more scalable way of working.
What was included
- Full systems and subscription audit.
- CRM migration and data restructuring.
- Pipeline rebuild and workflow setup.
- Lead nurture and follow-up automation.
- Centralised forms and communication.
- Reporting and visibility improvements.
- Automation testing and optimisation.
- Team onboarding and transition support.
What changed
- Multiple subscriptions were consolidated.
- Customer communication became more structured.
- Manual admin was reduced significantly.
- Data became easier to access and trust.
- The business owner gained clearer visibility.
- Follow-up became more consistent.
- Staff had fewer systems to manage day-to-day.
- The business gained a cleaner operational foundation.
Operational Value
The return was not just in software savings. It was in how much easier the business became to run.
The subscription savings gave the project a clear financial baseline, but the bigger operational value came from reconnecting processes, improving visibility and reducing friction throughout the customer journey.
For this company, that meant clearer follow-up, less internal chasing, more visibility over opportunities and the ability to properly re-engage contacts and missed opportunities that had previously been sitting untouched in the system.
What this meant for this business:
- Current contacts and older opportunities could be re-engaged properly.
- Follow-up became more consistent across the customer journey.
- The team had clearer visibility over customers and next steps.
- Manual admin and duplicated data entry were reduced.
- Internal chasing between staff decreased significantly.
- Within the first month, re-engagement and improved follow-up resulted in two additional jobs worth over £18,000 in additional revenue.
- The business gained a cleaner foundation for future automation, AI and growth.
Important: Every business is different. The operational improvements, subscription savings, additional revenue opportunities and timelines shown in this case study were specific to this company’s existing systems, customer journey, internal processes and operational structure. Results will always vary depending on what is already in place, the level of operational friction present and the scope of work required.
Need to simplify the way your business runs?
If your systems have slowly become harder to manage, disconnected or overly dependent on workarounds, a proper operational review can help identify what needs simplifying, reconnecting or rebuilding.
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