2025–2026
One operating system for a US design-build firm
A US design-build and FF&E firm
Between June and September, one custom platform replaced HubSpot and Monday.com — and now holds every client conversation, project, deal and shipment in one place.
- client & vendor emails captured and linked to the right client
- 38,000+
- meeting transcripts stored with the client they belong to
- 725
- SaaS platforms replaced — HubSpot and Monday.com
- 2
- from first build to HubSpot replaced
- ~10 weeks
How it works
- 01Inboxes & meetings
- 02Capture & matching
- 03One database
- 04CRM & projects
- 05AI assistant
Before
- Sales ran on HubSpot, and client email only reached the CRM for contacts already saved in it. A live deal at 95% probability showed “120 days since last contact” while the conversation was still going.
- Design and internal requests came in through Monday.com, Slack threads and individual inboxes.
- Shipment tracking lived in a freight spreadsheet merged by hand from supplier emails, disconnected from the projects it belonged to.
After
- One production database holds every organization, contact, opportunity, project, purchase order and shipment.
- Email from six team inboxes — about 3,250 messages a month — plus calendar events and meeting transcripts are captured and linked to the right client and deal automatically.
- When a client goes quiet for three business days, a follow-up is raised; it closes itself when they reply.
- Purchase orders and shipments are tracked from the supplier’s email to the project and the deal that won it.
- Requests from five Slack channels land in one work tracker instead of scattered threads.
- The team’s AI assistant connects to all of it through a secured connector, and drafts client agreements from the deal, the estimate and the meeting transcript (rolling out).
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The situation
The firm designs and manufactures furniture and interiors for large building projects. Every project touches sales, estimating, procurement from overseas suppliers and logistics — and each of those ran in a different tool. Client email only reached the CRM for contacts already saved in it, requests arrived through three different channels, and shipments were tracked in a spreadsheet someone merged by hand.
Basic questions — where does this deal actually stand? which container belongs to which project? — meant asking someone to go and look.
What was built
Rather than buy another tool, the firm got one platform built around how it actually works. A custom CRM replaced HubSpot. Email, calendars and meeting transcripts flow in automatically and are matched to the right organization and deal. Purchase orders and shipments are linked from the supplier’s email to the project. Internal requests from Slack are routed into one tracker, and the old Monday.com intake was switched off.
On top of that sits an AI layer: the team’s assistant can read and act on the platform through a secured connector, with every change attributed to the person who made it. Its first job — drafting client agreements from the CRM, the estimate and the meeting transcript — is rolling out now.
The result
Between June and September the firm moved off HubSpot and Monday.com onto a single system it owns. 38,000+ emails, 725 meeting transcripts, 187 organizations, 111 projects and 134 shipments now live in one place — and the pipeline finally reflects what is really happening with clients.