Atlas Consulting
From scattered tools to unified system
Atlas Consulting is a boutique strategy firm with 25 consultants serving enterprise clients. They were using 7 different tools to manage clients, projects, and documents. We unified everything into a custom CRM with a client portal.
Project Overview
The Challenge
Tool overload, zero integration
Atlas had grown from 5 to 25 consultants, and their patchwork of tools couldn't keep up. Here's the chaos they were dealing with.
7 Disconnected Tools
Salesforce for CRM, Notion for projects, Google Drive for docs, Calendly for scheduling, Stripe for payments, Slack for chat, and email for everything else.
8+ Hours Weekly Admin
Partners spent entire days on admin instead of client work. Updating multiple systems, chasing documents, and manually creating invoices.
Poor Client Experience
Clients got links to 5 different platforms. "Which one has my contract?" "Where do I upload documents?" Support questions consumed billable hours.
No Business Visibility
Pipeline reports required pulling data from 3 systems. Revenue forecasting was guesswork. No single view of client health.
$2,400/month in SaaS
Per-seat pricing across 7 tools added up fast. And they were still only using 20% of the features in each tool.
Data Security Concerns
Sensitive client data scattered across platforms with varying security standards. Compliance audits were a nightmare.
The Solution
One platform for everything
We built a custom CRM for the internal team and a branded client portal for self-service all in one unified system.
Internal CRM
Everything the team needs to manage clients and projects.
- Client 360 view – All interactions, documents, and history in one place
- Deal pipeline – Track opportunities from lead to close
- Project management – Phases, milestones, deliverables
- Time tracking – Log hours against clients and projects
- Invoicing – Auto-generate from logged time with one click
Client Portal
Branded self-service portal clients actually enjoy using.
- Project dashboard – Status, timeline, and deliverables at a glance
- Document vault – Upload, share, and e-sign contracts
- Meeting scheduler – Book time directly with assigned consultant
- Invoice & payment – View invoices, pay online, download receipts
- Secure messaging – Thread-based communication, all in context
Business Intelligence
Real insights for leadership decisions.
- Revenue by client, project, and consultant
- Pipeline forecasting and close rates
- Utilization and capacity planning
- Client health scoring
Automations
Tasks that used to require manual work.
- Welcome sequences for new clients
- Invoice reminders and follow-ups
- Project milestone notifications
- NPS surveys at engagement close
Platform Screenshots
Technical Implementation
Frontend
Next.js, React, Tailwind CSS
Backend
Node.js, PostgreSQL
Integrations
Stripe, DocuSign, Google Calendar
Hosting
AWS, Cloudflare
The Process
6 weeks to unified operations
Here's how we replaced 7 tools with one custom platform.
Tool Audit & Workflow Mapping
Week 1Documented every workflow across all 7 tools. Identified what to keep, what to improve, and what to eliminate. Built a data migration strategy.
- Salesforce data export planning
- Document inventory from Google Drive
- User interviews (partners & associates)
- Client feedback collection
Design & Prototype
Week 1-2Designed both the internal CRM and client portal. Tested prototypes with partners, associates, and 5 existing clients for feedback.
- Internal CRM wireframes
- Branded client portal design
- Mobile-responsive layouts
- Clickable prototype testing
Development
Week 2-5Built the full platform in 4-week sprints. Weekly demos every Wednesday. Partners started testing with real data in week 3.
- CRM core (clients, deals, projects)
- Client portal with auth
- Stripe & DocuSign integration
- Calendar sync & scheduling
Migration & Launch
Week 5-6Migrated 4 years of client data. Rolled out to clients in batches over 2 weeks to ensure smooth adoption.
- Salesforce data migration
- Document migration from Drive
- Team training (3 sessions)
- Client onboarding emails
The Results
Impact on the business
Here's what changed in the first 6 months after launch.
Partners reclaimed 5+ hours weekly. That's $50K+ in recovered billable time annually.
NPS jumped from 34 to 49. Clients love the portal no more hunting for documents.
Eliminated 5 of 7 tools. Only kept Google Workspace and Slack.
Single source of truth. No more "which version?" or "where's that file?"
Before vs After
Before (7 Tools)
- Salesforce, Notion, Google Drive, Calendly, Stripe, Slack, Email
- $2,400/month in SaaS costs
- 8+ hours weekly admin work
- Clients confused by multiple platforms
- No unified reporting
- Data scattered everywhere
After (Custom Platform)
- Single unified platform (+ Google & Slack)
- $500/month total tool costs
- ~3 hours weekly admin work
- Clients love self-service portal
- Real-time dashboards & reports
- Single source of truth
See It In Action
Watch the platform demo
See how the CRM and client portal work seamlessly together.
Ready to unify your tools?
Stop paying for tools that don't talk to each other. Let's build a custom platform that fits how your business actually works.