Different industries, different tools, same pattern: identify the inefficiency, design a better process, and implement systems that make it stick.
The nonprofit received donations through a US-based card processor, an international payment processor, and PayPal — none of which were connected. Every gift had to be manually logged into the donor CRM, reconciled with accounting, and followed up with a hand-written tax receipt. Staff were spending hours each week on data entry, duplicate records had accumulated over time, and international donations in foreign currency had no conversion process. When we assessed their existing CRM, it became clear it was no longer the right fit for the volume and complexity they had grown into.
We migrated thousands of donations and hundreds of donor records to a better-fit CRM platform — a process that required custom data transformation to export the records correctly, since the old system made migration intentionally difficult. From there, we built a fully automated donation pipeline: all three payment channels now sync into the CRM automatically, with automation handling every step. Tax-compliant receipts are generated and sent based on CRM fields. US-based donations sync to accounting in real time. International gifts trigger a real-time currency conversion so all records are logged in USD.
We also built a branded donation form that works on desktop and mobile, with a mirrored Hebrew RTL version for the organization's parallel Hebrew-language site. The transaction fee on online donations was reduced from approximately 8% to 3.9% by restructuring the payment integration.
The team no longer manually handles any part of the donation process. Every gift from every channel is captured, logged, and receipted automatically. The accounting stays accurate without manual entry. Duplicate records were cleaned up and eliminated. And the donation fee reduction alone saves a meaningful amount on every online gift the organization receives.
The firm had budget to invest in growth but the infrastructure to capture and measure results wasn't keeping up. Leads were coming in through phone calls, online forms, referrals, and social channels — but the existing CRM was too limited to manage them properly, there was no call routing to attribute inbound calls, and no visibility into which practice areas or channels were driving retained clients versus wasted spend. Potential clients were regularly never followed up with, and the firm had no way to know.
We built the firm's website from the ground up with structured service pages, clear intake forms, and geo-targeted landing pages for the firm's priority markets. We then set up and managed over $300,000 in annual paid campaign spend across paid search, paid social (multiple platforms), and video — running 10 simultaneous campaigns across 4 practice area verticals with A/B and multivariate testing to optimize continuously.
Behind the ads, we built a custom CRM with automated lead capture, email sync, and communications tracking — so every inquiry from every channel lands in one place with full context. Call routing with dedicated tracking numbers was set up for the call center, with scripts structured for each practice area. We also designed and placed a print ad in a regional magazine as part of the firm's local presence strategy. Monthly reporting tied spend to pipeline stages and retained clients by source.
The firm now has full visibility into their pipeline from first contact to closed client. No inquiry falls through the cracks — every lead is logged, assigned, and followed up on schedule. The call center has structured routing and scripts. The CRM shows exactly where each prospect is in the process. And for the first time, the firm can see clearly which channels and practice areas are generating the best ROI on their ad spend.
Every time a new deal came in, the team had to mentally filter through hundreds of lender relationships to find the right fit, matching deal type, loan size, geography, asset class, LTV, and pricing terms to each lender's current appetite. This process was entirely dependent on experienced team members — new hires couldn't do it independently, deals slowed down when key people weren't available, and there was no way to systematically improve over time. The firm was also running $75K in paid search campaigns with limited attribution structure, and had no outbound system for proactively reaching property owners who might need financing.
We built a lender matching platform from scratch with over 1,000 loan programs catalogued — each with detailed criteria covering loan type, size range, geographic focus, asset classes, LTV thresholds, and current activity level. When a new deal is submitted, the platform automatically filters and ranks the best-fit lenders based on the deal parameters. The institutional knowledge that previously lived in people's heads now lives in the system.
We set up and managed $75K in paid search campaigns over two years with attribution tied to deal inquiries. We identified and onboarded a data sourcing platform that surfaces qualified commercial real estate owners to enable proactive outreach — adding a systematic inbound pipeline to complement paid channels. We handled organic social content, outreach messaging, and brand presence alongside the paid work, and set up a CRM with migration from their previous system to centralize deal tracking and lender submission history.
Deal teams now identify the best-fit lenders in minutes rather than hours. The process is systematic and consistent regardless of who's running it — onboarding new brokers became dramatically easier because the knowledge is embedded in the platform, not in a person. The firm has a cleaner picture of lender relationships and submission history across the portfolio. And for the first time, they have a structured outbound channel for proactively reaching property owners who fit their lending criteria.
We've worked with service businesses, contractors, healthcare practices, and more. If your business has operational inefficiencies, the approach is the same regardless of industry.
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