STRATEGY

Which tools we keep, which we drop, and the annual savings.

An audit of your commercial tech stack: stack overview, cost-per-active-user, overlap matrix and a consolidation proposal with annual savings and migration phasing. We look at usage and value, not just the annual licence.

Book an audit call Take the Maturity Scan first

What do you get?

01
Stack overview All tools with costs, owners and usage in a sheet
02
Overlap matrix Which tools do duplicate work per discipline
03
Consolidation plan What you can cancel, with annual savings

The observation

The average mid-market commercial stack has 30+ tools. Most are on auto-renew.

According to Gartner (2024), the average B2B mid-market organisation runs 30 to 90 SaaS tools across marketing, sales and service combined. Every tool was purchased for a good reason at the time. But when nobody oversees the full stack, you pay three times for features HubSpot already has. Four patterns we see in almost every audit.

Tools HubSpot already covers

A form tool, a chat tool, a meeting tool, a newsletter tool. Alongside HubSpot which does all of that natively. Two to four tools can usually go straight away.

Seats nobody uses

Sales engagement licences for reps who never log in. Conversation intelligence for managers who ignore the Drive archive. Thirty to fifty per cent unused seats per tool is not exceptional.

Overlap between teams

Marketing on ActiveCampaign, sales on HubSpot, service on Intercom. Three tools for the same customer, three versions of a contact record and no single source of truth.

Integrations nobody knows about

Zapier flows from a former employee. Webhooks once built by a freelancer. Ten per cent of the breakage in every stack comes from integrations nobody documents.

Approach

From shadow stack to an honest map.

Three to four weeks lead time. Interviews, financial research, usage data, management presentation at the end.

01 Week 1

Inventory

Interviews with the heads of marketing, sales and service. Plus finance for the actual invoice data. We pull all SaaS spend from Exact, ClickUp or our shared dashboard and lay it out.

Wat je krijgt Stack overview with all tools, costs and owners

02 Week 2

Usage and overlap

Looking at actual usage per tool. Logins, active seats, integrations. Mapping overlap per discipline. Which features overlap, which tools stand alone.

Wat je krijgt Cost-per-active-user overview and overlap matrix

03 Week 3

Consolidation proposal

What can go, what must stay and what you might want to add. With a substantiated annual savings figure and the risks per cancellation. We set that alongside the business growth roadmap.

Wat je krijgt Consolidation proposal with annual savings and migration phasing

04 Week 4

Management presentation

An hour with your management team to walk through it. Decisions on the table, owners named, phasing drawn for the next quarter. Including a decision framework for future tool requests, so the sprawl does not come back.

Wat je krijgt MT presentation, decision document and decision framework for new tools

What you take away

A map your management team understands, not a Gartner quadrant.

A working document with the real numbers from your stack: costs per tool, costs per active user, overlap matrix and a phasing to rationalise the stack step by step. Plus a decision framework for future tool requests, so the sprawl does not return in two years.

Everything in a sheet and a Figma blueprint. Your internal RevOps role or CFO can take it from there.

What you get

Full stack overview with costs and owners
Cost-per-active-user per tool
Overlap matrix per discipline
Gap analysis: what is missing, what you might want
Consolidation proposal with annual savings
Migration phasing over two quarters
Decision framework for new tool requests
One-hour management presentation

Who helps you

Three specialists on the stack.

An audit is not a questionnaire. You work with people who have spent years building inside these tools themselves, and who can tell the difference between marketing talk and actual usage.

Carel Schrier

RevOps Lead / Strategist

Conducts the interviews and sparring sessions with your management team on consolidation decisions. Twenty years of experience with B2B tech stacks.
Carsten Huiskamp

CRM Architect

Digs into the integrations and connections. Which flows are running, which have been forgotten and which break with every update.
Yoni Lammens

HubSpot Specialist

Assesses which tools HubSpot can already replace and which genuinely belong alongside HubSpot. Makes the migration phasing technically viable.

Case · B2B mid-market

From 23 tools to 14 with EUR 95k annual savings and better data integration

A B2B organisation of 120 employees was running 23 commercial tools: three email platforms, two meeting tools, four prospecting tools, two BI tools and a row of niche products. Nobody had oversight and the IT budget was growing every year.

In three weeks we mapped the stack and proposed a consolidation: from 23 to 14 tools, with EUR 95k in annual savings and better integration between what remains. A phased six-month migration to avoid downtime.

What clients usually ask.

Honest answers to the questions we hear before almost every engagement.

How long does an audit take?

Three to four weeks. Two weeks of interviews and data gathering, one week of analysis and consolidation proposal, one week for the management presentation and decisions.

What does a tech-stack audit cost?

Bespoke, depending on the number of tools and disciplines. Many clients recover the audit cost in the first month of consolidation. Book a call for an honest scope indication.

Do you also handle the migration itself?

We deliver the proposal and the phasing. The migration can run via a RaaS retainer where we handle the implementation, or in-house with our guidance. Many clients handle the first two tools themselves and the more complex ones through us.

Do you also work on tools outside the commercial stack?

Our expertise sits in marketing, sales and service tools. We only cover HR, finance and product tools when they touch the commercial flows (for example a contract tool or a data warehouse).

Ready to get started?

Ready to put annual savings with evidence on the table?

Book an audit call. We take a brief look at your current tools and pain points, then give you an honest scope.