Republix is a multi-agency marketing group formed through the acquisition of several independent agencies. Each agency maintained its own CRM, project management tools, financial workflows, and operational processes. This resulted in fragmented data, duplicated software spend, inconsistent reporting, and an inability to view pipeline and revenue across the group. Leadership required an assessment of the combined system landscape and a plan to consolidate operations into a single, maintainable platform.
The Challenge
The acquisitions created a set of operational and technical issues:
Tool fragmentation
Each agency used its own stack for CRM, sales tracking, invoicing, and project management. Many tools overlapped in functionality but were not integrated.
High vendor and license costs
Dozens of SaaS tools were being paid for independently across agencies, with no economies of scale.
Limited organizational visibility
Leadership lacked a unified view of revenue, forecasting, client activity, or operational performance. Reporting required manual collection of data from multiple systems.
Inconsistent billing processes
Billing workflows varied significantly by agency, creating operational inefficiencies and limiting standardization.
Data inconsistency
Definitions of clients, opportunities, services, and revenue stages differed across agencies. This prevented meaningful cross-agency analysis.
Duplicated processes
Many operational steps were repeated independently across agencies with minor variations, creating inefficiency and making scaling more difficult.
Republix required a single system to unify operations across all agencies and reduce operational complexity.
The Approach
Assessment
A full audit of all tools, workflows, data structures, and agency-specific processes was completed. This included:
- Identifying overlapping functionality across tools
- Mapping operational workflows for CRM, sales, invoicing, finance, and delivery
- Documenting agency-specific requirements and constraints
- Evaluating the feasibility of system consolidation
- Determining the cost and impact of maintaining the current fragmented ecosystem
The outcome was a clear understanding of which systems could be replaced, which workflows needed alignment, and which processes could be standardized.
Platform Selection
Republix required a system that supported:
- CRM
- ERP
- Invoicing
- Project management
- Customizable operational workflows
- Centralized reporting
- Accounting
Odoo was selected because it could consolidate these functions, support customization, and maintain consistent workflows across agencies while allowing variations where needed.
System Consolidation and Integration
Key work included:
Unified data model
A consolidated data structure was created to standardize clients, opportunities, services, revenue stages, and financial workflows across all agencies.
Data migration
Data from the existing systems was migrated into Odoo. This involved normalization, mapping, and cleanup to ensure consistency and reduce legacy discrepancies.
Process standardization
Core processes such as invoicing, pipeline management, and project workflows were aligned across agencies. Internal teams contributed process requirements while the consolidation defined consistent operational patterns.
Cross-agency workflow alignment
Where agencies had unique operational requirements, the system was configured to support variations without fragmenting the architecture.
Automation
Manual steps were replaced with automation for revenue tracking, billing triggers, and reporting.
Operational Alignment
The consolidation initiative provided structure for onboarding future acquisitions, creating repeatable system setups and minimizing future fragmentation.
Results
Operational Improvements
- A single consolidated system replaced multiple CRMs, project management tools, invoicing platforms, and internal workflows used across agencies.
- Reporting cycles became faster and less manual due to centralized data structures.
- Leadership gained consistent visibility into pipeline, revenue, and operational performance across all agencies.
- Cross-agency workflows became more predictable once processes were aligned within a unified platform.
Cost and Process Efficiency
- Vendor and license spend decreased as redundant systems were eliminated.
- Standardized billing workflows reduced inconsistencies and lowered the risk of invoicing errors.
- Consolidation reduced operational complexity and removed duplicated processes across agencies.
- Data normalization improved accuracy in financial reports and forecasting.
System Maintainability
- A unified data model replaced fragmented definitions across agencies, reducing long-term maintenance overhead.
- Centralized workflows allowed new agencies to be onboarded using a repeatable process rather than ad-hoc system setups.
- The organization gained clearer ownership of system architecture and operational processes.
- The simplified system landscape supported future changes without requiring work across multiple disconnected tools.
Summary
The consolidation initiative established a unified operational and data foundation for Republix. By replacing fragmented systems with a single platform and aligning agency workflows, the organization gained consistency, reduced cost, and improved visibility across the portfolio. The new architecture also created a repeatable model for integrating future acquisitions.