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How a B2B consultancy replaced 7 tools with one AI CRM and saved $46K a year.
Skillfi audited every tool in the sales stack, scored the options and chose the platform that could replace them all. Then we moved everything across and rebuilt the workflow from booking to signed proposal. It's how our AI CRM service works: the right tool first, then a setup that sticks.
A tool for everything, and a clear view of nothing.
Over the years the firm had added a new subscription every time a need came up: a CRM, a scheduling app, an email platform, a form builder, a landing page tool, proposal software and a review tool. Seven tools, none of them properly connected, costing around $58,000 a year.
Consultants copied lead details from one system to the next. A booked call didn't create a deal, notes didn't reach the proposal, and proposals took four days to go out. Leadership couldn't see the pipeline without someone building a spreadsheet, and nobody trusted the forecast.
We had a tool for everything and a clear view of nothing.
Managing Partner, client
Choose the right platform first, then rebuild the workflow around it.
We didn't start with a favourite tool. We started with how the firm wins work, scored the platforms that could support it end to end, and only then moved the data. Email nurture and follow-ups were rebuilt with marketing automation inside the same platform.
Every tool, cost and data flow mapped
We mapped all seven tools, what each cost, who used it and how data moved between them, and found around 40% of paid features were never used.
4 platforms scored on what mattered
Shortlisted AI CRM platforms scored on coverage of all seven tools, AI features, ease of use, cost and migration effort. One all-in-one platform came out clearly ahead.
Migration and a booking-to-proposal flow
8,000 contacts and three years of deal history moved across, with a workflow that runs from booked call to signed proposal and a live pipeline dashboard.
Eight weeks, week by week
From seven disconnected subscriptions to one platform the whole firm works in. Here's how the engagement unfolded.
- Week 17 tools mapped
Tool audit
Every subscription, user, feature and data flow mapped, with the real cost of the current stack.
- Week 2–34 platforms scored
Platform selection
Shortlisted platforms demoed against the firm's real workflow and scored side by side.
- Week 4–58,000 contacts
Data migration
Contacts, companies and deal history cleaned, de-duplicated and moved into the new platform.
- Week 5–6Same-day proposals
Booking-to-proposal workflow
Booked calls create deals automatically, call notes feed proposal templates and unsigned proposals get follow-ups.
- Week 7Team trained
Dashboard & training
A live pipeline and forecast dashboard, plus short training for every consultant on the new workflow.
- Week 87 → 1
Old tools switched off
All seven subscriptions cancelled, with the whole sales process now running in one place.
Seven tools' worth of work, in one platform
Every step from first click to signed proposal now happens in one place, with the AI handling the repetitive work in between.
Leads in, instantly
- Landing pages & forms
- Leads straight into the pipeline
- Source tracked automatically
Calls on the calendar
- Booking links for every consultant
- Automatic reminders
- AI assistant qualifies before calls
Proposals the same day
- Templates built from call notes
- E-signature built in
- Follow-up if not signed
One view of the pipeline
- Pipeline by stage & source
- Win rate & revenue forecast
- Review requests after projects
Three months after switching
Annual sales & marketing software spend
$46K a year back, with more capability than the old stack had.
One login, one pipeline, one source of truth. Proposals go out the same day and we finally trust our forecast.
COO, clientPaying for tools that don't talk to each other?
We'll audit your stack, choose the AI CRM that fits how you sell and move everything across, with follow-ups running on marketing automation. Want your team using the AI features well? Add a hands-on Claude workshop.
- A full tool & cost audit
- A scored platform recommendation
- Clean data migration
- Automated workflows & a live dashboard
30 minutes. No obligation.
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