ViBe://CONSOLIDATE
Consolidate 6–12 SaaS subscriptions into one custom system.
The average business with 50 employees spends $150,000–$250,000 per year on software subscriptions. Most of that spend is fragmented across tools that don't integrate, creating data silos and per-seat costs that grow with every hire. One custom system replaces the entire stack — at a fraction of the ongoing cost.
Illustrative Example
What a typical SaaS stack costs — and what it costs after consolidation.
The following example illustrates a 20-person business with a common SaaS stack. Actual costs vary by team size, tool selection, and usage. Numbers are illustrative.
15 seats
CRM (Salesforce Pro)
$32,400/yr
20 seats
Project Mgmt (Monday.com)
$5,760/yr
per portal
Client Portal (SaaS)
$3,588/yr
20 seats
Document Mgmt (SharePoint)
$2,640/yr
5 creators
Reporting (Tableau)
$8,400/yr
per task limit
Automation (Zapier)
$1,788/yr
Current Annual SaaS Cost
$54,576
illustrative example
Custom System Annual Hosting
$1,200
$100/mo platform
Illustrative Annual Savings
$53,376
after custom system
All figures are illustrative. Actual costs depend on your specific tool stack, number of seats, tier selections, and add-on subscriptions. Savings potential should be calculated based on your actual spend during an audit.
What Consolidation Looks Like
One system covering every function your stack currently handles.
The Consolidation Process
A sequenced approach to replacing your entire stack.
01
Software Audit
We catalog every tool you pay for, what it costs, what data lives in it, and how it connects to other systems.
02
Unified Data Design
We design one data model that covers all your current use cases across all tools in your stack.
03
Sequenced Build
We build and migrate one module at a time — starting with highest impact — while your existing tools stay live.
04
Subscription Cancellation
As each module is validated, you cancel the corresponding subscription. Savings start before the full system is complete.
Data Ownership After Consolidation
Every record your business has ever created, in your database.
One of the underappreciated benefits of consolidation is data ownership. When your CRM, PM tool, and document system are all separate vendors, each vendor holds a piece of your business history. When you leave, you get a CSV.
In the consolidated custom system, all of that data is in a single database you own. Your complete client history, every project ever run, every document, every deal — all queryable, all exportable, all yours.
Internal Links
Explore the individual components.
- CRM replacement → /saas/crm
- Project management replacement → /saas/project-management
- Client portal build → /saas/client-portals
- Document management → /saas/document-management
- Reporting dashboards → /saas/reporting-dashboards
- Workflow automation → /saas/workflow-automation
FAQ
Common questions about SaaS consolidation.
How do you handle the fact that each SaaS tool stores data differently?+
We design a unified data model before building anything. Every tool's data is audited, mapped to the new schema, and migrated during the build phase. The unified model is designed to serve all the use cases your current tools cover — in one database with no sync required.
Is it risky to replace all our tools at once?+
We don't replace everything at once. Consolidation is sequenced by priority and risk: we build and migrate the highest-value systems first, run parallel with old tools until each module is validated, then cut over one at a time. The full consolidation typically happens over 3–6 months, not in a single weekend.
What if we add team members after the system is built?+
There are no per-seat fees on a custom system. You add a new team member, create them a user account, and assign their permissions. The only cost change is if your hosting tier needs to scale — which typically doesn't happen until you're serving thousands of concurrent users.
What if we want to add new functionality after the consolidation?+
The custom system is extensible. New modules can be added to the existing codebase — they share the same database and authentication, so new features integrate cleanly. You're not locked into a fixed feature set, and you don't need to buy another SaaS subscription to add new capabilities.
ViBe://CONSOLIDATE
Your entire stack. One system. One bill.
Start with a SaaS spend audit. We'll map every tool you're paying for, what it costs, and what a consolidated custom system would look like for your specific business. The audit is the first step — no commitment required to proceed further.