Five SaaS tools collapsed into one platform.

A DACH organisation runs art-based fundraising campaigns at schools: students paint pictures, prints of those pictures are sold to the students' relatives and friends, and a share of the revenue funds a project at the participating school.

Data on the participating schools lived in their CRM, payments at a payment provider, ticketing in a third tool, buyer emails in a fourth, admin in a fifth.

After every campaign, the team spent a full week manually reconciling the data. Nobody owned that work.

We audited the full campaign lifecycle, from acquiring schools through print and shipping to paying out the school's share.

The recommendation: consolidate into a single platform owned by the client, with payment provider and bank connected via API. No more manual CSV exports, no more growing SaaS subscription stack.

Why a tool was the right answer: the bottleneck wasn't the campaign work itself, it was the synchronization of data across five SaaS tools after every campaign. Consolidating into one owned platform eliminated that sync work completely.

If the team had been comfortable with the five-tool setup, the right answer would have been better automation between them, not consolidation.

The platform itself is a unified custom system with integrated CRM, sales and outreach tools (phone and email) for acquiring schools, payment processing, print and shipping options, banking API, ticketing and an admin area. It replaces five SaaS subscriptions with one tool the client owns outright.

Tool consolidation: five to one. Manual sync work: eliminated.

Campaign setup time down from days to hours. Recurring SaaS subscription cost replaced by a one-time build and a small ongoing retainer.