Headline Metrics
- Five disconnected systems mapped into one operating picture, with a complete data-flow map, system-integration blueprint, level-2.5 maturity assessment, prioritized project plan, and resourcing strategy delivered.
- $126,400 SAVED in total impact in year one — $94,400 SAVED annually and $32,000 SAVED one time.
The Challenge
A ten-person performance-marketing services business depended on paid media but could not trust the data connecting campaigns, appointments, operations, and financial reporting.
- A broken Zapier-to-CRM handoff stopped offline conversions from returning to the advertising platform. Ad buyers saw no reported appointments and rebuilt campaigns that were still producing them.
- Data was split across the sales CRM, a proprietary real-time lead marketplace with 50 fields, a cloud-hosted warehouse, an accounting platform, and reporting pass-throughs.
- Weekly L10 operating meetings lost 10 minutes double-checking manually pulled numbers, while the owner spent 1.5 hours each Friday reconciling cash reporting.
- The company was migrating between CRM platforms while trying to create a complete, reliable reporting layer.
The Solution
- 360-degree audit and maturity assessment: stakeholder interviews traced lead and customer data through the operation, assessed the company at level 2.5, and produced the complete data-flow map, system-integration blueprint, maturity report, prioritized project plan, and resourcing strategy.
- Entity Relationship Diagram and systems map: the five-system landscape was mapped from acquisition through reporting, exposing the divide between the database and reporting layers and where Zapier dependencies weakened data integrity.
- Warehouse optimization: the existing warehouse design was optimized, its schema reorganized, and its reporting layer completed so the business could run complete internal reporting and live data feeds to clients.
- Integration plan: the architecture centralized data before reporting, reduced middleware dependency, and aligned the warehouse with the CRM transition.
The Results
- The full audit package was delivered, turning a fragmented five-system environment into a documented architecture and implementation plan.
- $126,400 SAVED in total impact in year one: $94,400 SAVED annually and $32,000 SAVED one time.
- The optimized warehouse supported complete reporting and live client feeds through a cleaner, organized schema.
- Reliable reporting SAVED $72,000/yr in avoidable paid-media waste and SAVED $10,400/yr in decision-quality time.
Quotes
"Our ad buyers thought our campaigns were sucking, so they're rebuilding them, thinking they're not getting appointments, which really we were getting appointments. This app just broke, and it wasn't reporting anything there." — Owner