Case studies

The academy ran on three tools: one for leads, one for payments and one for student follow-up. Each one "almost" covered the flow; together they created friction, duplicated data and a subscription bill that grew with the team.

Nobody had a single view of each student. The team lost time reconciling statuses across systems.

A one-week diagnosis: map the real process (not the SaaS vendor's ideal one) and agree a fixed scope.

Build an internal CRM and dashboard on their server: their own stages, payments and follow-up in one place. Cancel the three licences at go-live.

A system that fits the academy's process. Fewer tools, less training, fewer information leaks.

Estimated savings: €24,000 a year in subscriptions, with predictable infrastructure costs and data under their control.

At the tank manufacturer, quoting depended on senior engineers: catalogue, standards and hydraulic calculations in the heads of a few people. Every enquiry was a bottleneck.

The risk was not only time: if those people were away, the know-how went with them.

Ingest the catalogue and technical documentation into a vector database on their server.

An agent that answers enquiries, selects equipment from the catalogue, applies the calculation rules and produces a traceable PDF report.

Enquiries that used to take hours now take minutes. Knowledge no longer lives only in people's heads.

Estimated savings: €39,000 a year. Technical data never leaves for a generic third-party cloud.

With around 40 users, the SaaS CRM did not just charge per seat: it added implementation consultants and the risk of price rises over three years.

The three-year total for the SaaS scenario: €160,200. The company's process was not exotic; it simply did not fit cleanly into the generic product.

An explicit SaaS vs custom comparison during the diagnosis. Decision: an internal CRM with a fixed scope, deployed on their infrastructure.

Typical timeline 4-6 weeks. Ownership of the code and the data from day one.

Estimated investment for the custom project: €48-58K over three years (development + hosting).

A difference of roughly +€100,000 in favour of internal software. No per-seat licences and no price surprises.