Consulting Agency
A consulting agency scales its business
About the company
8 consultants
Expert consultants
50+ projects
Annually before implementation
100+ clients
Active client base
0%
Time tracking
The Problem
The consulting agency with 8 consultants had problems with organization and scaling:
- Project chaos — Projects were spread across different apps, Excel sheets and emails
- Insufficient time tracking — No system for tracking time spent on projects, hard to bill
- Lost opportunities — No lead and follow-up tracking, many opportunities were missed
- Hard to plan — Management couldn't see who was available and when, hard to assign projects
- Poor communication — Clients weren't regularly informed about project status
- Insufficient analytics — No insight into project profitability and consultant performance
Metrics before implementation
The Solution
We implemented a CRM focused on project and client management:
Project management
Centralized management of all projects in one system. Status, tasks, documents and communication in one place.
Time tracking
Automatic time tracking for project work. Consultants simply start/stop a timer for each task.
Resource planning
Visual calendar with all consultants' availability. Management easily sees who's available and assigns projects.
Sales pipeline
Track every lead from initial contact to close. Automatic reminders for follow-ups.
Invoicing
Automatic invoice generation based on tracked time. Accounting integration for faster billing.
Performance analytics
Dashboard with metrics: project profitability, consultant productivity, ROI, pipeline status.
Results
After 5 months using the CRM, the consulting agency achieved impressive results:
Before and after implementation
Results timeline
Month 1-2
System implementation and time tracking
Month 3-4
Process alignment and optimization
Month 5
Stabilization and maximum results
ROI analysis
Success factors
What enabled such impressive results:
Time tracking
Automatic time tracking enabled precise billing and better planning
Centralized management
All projects in one place enabled better organization and coordination
Fast implementation
The system was fully functional in just 11 days, no work disruption
Complete training
All employees went through detailed training and were ready from day one
Challenges and solutions
Challenge
Consultant resistance to time tracking
Solution
We explained the benefits of time tracking (precise billing, better planning) and organized additional training sessions.
Challenge
Data migration from various systems and emails
Solution
Our team imported all data, organized it and verified accuracy. Everything was ready to go.
Challenge
Coordinating projects across multiple consultants
Solution
The CRM enables centralized project management with task assignment and status tracking.
"The CRM enabled us to scale our business in ways we couldn't before. Project management, time tracking and analytics completely transformed how we work. We can now take on more projects, organize resources better and bill our services more precisely."
Future plans
The Consulting Agency plans further expansion and optimization:
Team expansion
Plans to hire 5 additional consultants in the next 12 months. The CRM enables easy onboarding.
New territories
Expansion to new geographic regions. The CRM enables easy management of projects from different regions.
Advanced analytics
Using advanced analytics tools to better understand project profitability and consultant performance.
AI optimization
Introducing AI tools to automatically assign projects based on consultant expertise and availability.
Implementation process
Analysis and planning
Detailed analysis of existing processes, problem identification and creation of an implementation plan
Data migration
Import of existing clients, projects and tasks into the new system
Configuration
System setup per specific needs — projects, tasks, time tracking, invoicing
Team training
Complete training for all employees — from basic functions to advanced options