Book a discovery call

05 Engineering consultancy · Australia Shipped

Four systems mapped first, then one form instead of three re-typings

A new lead now creates the deal and the project in one step, where three people used to re-type it.

Before
A new lead typed into the CRM, then typed again into the project system, then tracked in a spreadsheet
After
One form creates the deal and the project; if the project system refuses, the person sees the real reason
3 to 1 times a new lead is typed
The work, before and after
Before and afterBefore: New lead, then Typed into CRM, then Retyped as project, then Tracked in spreadsheet. After: New lead, then One form, then Deal created, then Project created, then Errors explained. Result: 3 to 1, times a new lead is typed.BEFORE3 OF 4 PAIN POINTSAFTER3 OF 5 AUTOMATEDNew leadTyped into CRMRetyped asprojectTracked inspreadsheetNew leadOne formDeal createdProject createdErrors explained3 to 1times a new lead is typedBefore and afterBefore: New lead, then Typed into CRM, then Retyped as project, then Tracked in spreadsheet. After: New lead, then One form, then Deal created, then Project created, then Errors explained. Result: 3 to 1, times a new lead is typed.BEFORE3 OF 4 PAIN POINTSAFTER3 OF 5 AUTOMATEDNew leadTyped into CRMRetyped as projectTracked in spreadsheetNew leadOne formDeal createdProject createdErrors explained3 to 1times a new lead is typed
11
process deliverables signed off
832
automated tests on the integration
How the system runs
Input
  • New lead, one form
ArrAI
CRM to project system
Output
  • Deal created
  • Project created

01 What changed

  • The firm has a written map of how work moves, for the first time
  • A lead is typed once instead of three times
  • When something fails, the person sees why
The full story The problem, how we approached it, and what we built

A transport and traffic engineering consultancy ran on a CRM, a project system, SharePoint and spreadsheets that did not talk to each other. Working through its agency partner, we mapped how work actually moved, then built the integration so a new lead creates the deal and the project without anyone re-typing it.

Built for
Operations lead and the directors
Engagement
Transport engineering consultancy
Sector
Engineering consultancy
Region
Australia
Year
2026

02 The problem

The firm had four systems and the people were the integration. A lead went into the CRM, the project into the project system, the tracking into a spreadsheet, and each step was a person re-typing the last one.

Nobody had mapped the path from enquiry to project, so nobody could change it safely.

03 The approach

We mapped the current process across all four systems first: eleven deliverables, 66 rounds of client comments, reviewed and signed off before anything was built.

Then we built the link between the CRM and the project system: a lead creates the deal and the project in one step, and when the project system refuses, the person sees the real reason instead of a generic error. The integration carries 832 automated tests and was verified live, change by change.

04 What we built

  • Process map across CRM, project system, SharePoint and spreadsheets, eleven signed-off deliverables
  • CRM pipeline, dashboards and lead attribution
  • Lead-to-project integration: one form creates the deal and the project
  • Plain-language error handling when the project system rejects a create

Want this kind of result mapped for your business?

Book a discovery call