The Challenge
After 5 years of organic growth, the firm's technology stack had become a patchwork. Different practice areas had adopted their own tools independently, resulting in:
- 3 separate project management tools being used across 4 teams
- 2 CRM platforms with no clean data sync
- Overlapping document collaboration tools with significant license waste
- Manual data transfer workflows consuming an estimated 6+ hours per week across the team
Leadership knew something was wrong but didn't know where to start — or who to trust to give them an unbiased assessment.
Our Approach
We kicked off with a structured 2-day discovery process: stakeholder interviews across every practice area, a full inventory of active subscriptions and usage data, and a workflow mapping session to understand how information actually moved through the business.
From there, we built a full picture of the technology landscape — including tools people didn't know the company was still paying for.
Assessment output included:
- Complete SaaS inventory with actual vs. billed usage
- Redundancy map identifying overlapping capabilities
- Integration gap analysis
- Risk assessment for tools with poor vendor health
- Prioritized consolidation roadmap with 3 scenario options (conservative, moderate, aggressive)
Results
The assessment was completed in 21 days. Key findings:
- 12 tools identified for elimination with no functional loss
- $85,000 in annual subscription savings identified across licenses and plan downgrades
- 1 primary CRM recommended to replace 2 existing platforms, with a clear migration path
- Integration architecture proposed to eliminate all manual data transfer workflows
The client implemented the conservative scenario within 60 days and has since engaged Koubit to oversee the CRM migration.
Wondering what your own technology stack is actually costing you? Book a free strategy call.