Unifying CRM, Billing, and Document Management Into a Single Growth Engine

The Challenge

A 120-person consulting firm was running their business across five disconnected systems: Salesforce for pipeline, QuickBooks for invoicing, Dropbox for document storage, Mailchimp for marketing, and a custom Access database for project tracking. Partners couldn't see which proposals were outstanding without checking three systems. The marketing team was sending newsletters to prospects who had already signed — or worse, to companies they'd lost. Sales reps spent roughly 12 hours per week on manual data entry, CRM hygiene, and report assembly instead of developing client relationships.

Our Approach

We designed a unified platform with Salesforce as the system of record, connected to QuickBooks via a bidirectional sync for invoicing and revenue tracking. We replaced Dropbox with a structured document management system integrated into the CRM — every proposal, SOW, and deliverable lives inside the client record. We migrated the Access database into Salesforce custom objects and built automated project status dashboards. For marketing, we replaced Mailchimp with HubSpot connected to Salesforce, with automated list segmentation that keeps active clients, prospects, and lost opportunities in separate nurture tracks. The entire integration was completed in 14 weeks with zero downtime and a parallel-run period where both old and new systems operated simultaneously.

The Results