From 47 Zaps to One Clean System: A Frankenstack Cleanup
How we helped a B2B SaaS company stop losing leads and reclaim their weekends.
The Problem
When they came to us, this company was processing 200+ leads per month through a Frankenstack of 10 different tools connected by 47 Zapier workflows.
On the surface, everything looked fine. But underneath:
- ×2-3 "workflow emergencies" per month where leads were lost or misrouted
- ×Founder spent 5-8 hours every weekend debugging Zapier
- ×Zero visibility into what was actually happening with their leads
- ×Sales team complained about getting "bad leads" because qualification was broken
Our Approach
We didn't just "fix the Zaps." We rebuilt their entire lead system from the ground up as a real operating system.
1Week 1: Discovery & Mapping
We mapped every single lead touchpoint, workflow, and data flow. Documented all 47 Zaps and identified 23 that were duplicates or no longer needed.
2Week 2-3: Rebuild Core System
Built a unified lead processing system with clear stages: capture, qualification, routing, follow-up, and reporting. Consolidated from 10 tools down to 4.
3Week 4: Testing & Migration
Ran the new system in parallel with the old one for two weeks. Fixed edge cases. Migrated historical data. Trained their team.
4Ongoing: Ownership & Monitoring
We now monitor their system 24/7, handle updates when tools change, and continuously improve based on what we see in the data.
The Results
"I got my weekends back. That alone was worth it. But the real value is knowing that our lead system just works—and if something does need to change, it's not on me to figure it out."
— Founder, B2B SaaS Company
What Makes This Different
This isn't a one-time project. We own this company's automation system ongoing. When their CRM updates, we handle it. When they want to add a new lead source, we integrate it. When something breaks (rare, but it happens), we fix it—before they even notice.
That's the difference between duct-taping tools together and having a real operating system for your business.
Ready for your own cleanup?
Let's audit your stack and show you what a clean system looks like—no obligation, no sales pitch, just an honest assessment.
Schedule Your Free Audit