Digital Marketing Agency • 18 Employees

Consolidated 3 Project Management Tools Into One Custom System

Eliminated confusion and saved $86,400/year

$86,400 Annual Savings

7.4 mo Payback Period

20 hrs/wk Time Recovered

The Problem

Tool Chaos

Using Monday.com ($720/mo), Asana ($600/mo), AND ClickUp ($480/mo) simultaneously. Team constantly confused about which to use.

Manual Reporting

Client reports pulled manually from 6 different platforms: Google Ads, Facebook Ads, Analytics, Search Console, etc. Took 20+ hours/week.

Feature Overlap

Analysis showed 85% feature overlap between the three tools. Massive waste of budget and cognitive load.

What We Built (Week 2)

Unified Client Dashboard

Single dashboard pulling from Google Ads, Facebook Ads, and Google Analytics. Client-facing portal (white-labeled) with auto-generated monthly reports.

Replaces: Agency Analytics ($2,400/year)

Internal Project Hub

Custom-built PM system integrating with Slack for notifications. Client approval workflows built-in. Mobile-first design teams actually want to use.

Replaces: All 3 PM tools ($21,600/year)

The 3-Week Process

Week 1: Discovery

Interviewed all 18 team members
Mapped workflows across 3 PM tools
Analyzed 90 days of usage data
Identified 85% feature overlap
Created consolidation recommendation

Week 2: Build Prototypes

Built unified client dashboard (React + Chart.js)
Created internal project hub with Slack integration
Designed client approval workflows
White-labeled client portal
Built API connections to all marketing platforms

Week 3: Migration Plan

6-week migration roadmap
Team training plan with videos
Data export/import strategy
Risk mitigation plan
Client communication templates

The Results

Total Value: $86,400/year

Software Savings: $24,000/year (canceled all 3 PM tools + Agency Analytics)

Time Savings: $62,400/year (20 hrs/week × $60/hr average)

Investment: $10,000 audit + $43,000 full build = $53,000 total

Payback Period: 7.4 months

Drowning in Too Many Tools?

Let us audit your software stack and show you what you can consolidate.

Book a 30-min call