Project overview
A mid-sized business was running customer relationship management, project management and inventory tracking in separate tools. As it grew, the gaps between those systems slowed people down and made the numbers hard to trust.
The challenge
Three disconnected tools meant three versions of the truth.
- Disparate systems
- Separate CRM, project and inventory tools created data silos and duplicated effort.
- Manual processes
- Repetitive tasks kept staff away from higher-value work.
- Limited scalability
- The existing tools could not keep up with the company’s growth.
- No real-time insight
- Decision-makers lacked current data.
Requirements
- One platform covering CRM, projects and inventory
- Automation of invoices, inventory tracking and follow-ups
- Room to add users and features as the company grows
- Dashboards with up-to-date metrics for leadership
The solution
A custom FileMaker solution was built to replace the separate tools.
- Integrated system
- CRM, project management and inventory tracking combined in one platform, eliminating silos.
- Automated workflows
- Invoice generation, inventory tracking and customer follow-ups automated.
- Scalable design
- Built so new users and features can be added as the business grows.
- Real-time reporting
- Dashboards and reports giving leaders instant access to key metrics.
How we implemented it
- 1
Discovery and planning
Interviewed stakeholders across departments to identify pain points and requirements.
- 2
Design and development
Built a prototype and iterated quickly based on feedback.
- 3
Testing and training
Tested thoroughly and trained employees hands-on for smooth adoption.
- 4
Deployment and support
Rolled out across the organisation with ongoing support.
Results
- Improved efficiency
- Automated workflows freed staff from repetitive manual tasks.
- Better collaboration
- A shared platform improved communication between departments.
- Fewer tools to pay for
- Consolidating multiple tools into one reduced the number of separate software subscriptions.
- Faster decisions
- Leaders worked from real-time data.
- Growth without friction
- The system scaled as users and transactions increased.
Why it matters
Consolidation is often the quickest route to efficiency: one platform, one login and one set of numbers. Building it on FileMaker also left the company free to keep adapting the system as it grows.