Education / professional services
CRM platform migration: 65K+ contacts, $58K+ saved
The situation
A 20-person organization spending tens of thousands of dollars a year on an enterprise-tier CRM and marketing automation stack that was sized for a much larger company. The system had accumulated 78 flows and 5 process builders over the years, most of which were no longer used. The marketing automation side had 56 lists, 6 programs, and 4 rules nobody had reviewed in over a year. Tens of thousands of archived contacts. The platform was costing roughly $67K/year for a stack the team was barely using.
What I did
Conducted a full discovery: 17 systems mapped, all data flows documented, custom objects fully inventoried (one with 28 fields, another with 9), every Salesforce flow and process builder catalogued. Built the migration blueprint. Stood up the replacement CRM platform from scratch — four core boards (Contacts, Deals, Leads, Coaching Events) with all columns, dropdowns, dashboards, and reporting. Migrated 65,000+ contacts, cleaned and deduplicated, with 37 tags carried forward intact. Configured two-way sync between the new CRM and email marketing platform. Rebuilt the six most important automations as Zapier integrations spanning event registration, course enrollments, and invoicing workflows.
The outcome
The annual platform spend went from roughly $67K to a projected $5–9K — between $58K and $62K in identified annual savings. The organization came out with cleaner data, fewer dead automations, and operational dashboards leadership could actually use. The migration also surfaced a separate IT licensing right-sizing opportunity that became the licensing recovery work above.
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