01
A map of what you keep track of, on paper, first.
Members, dues, events, sponsors, invoices, contacts — written down with how each one connects to the others. You read it and sign off on it before a single record moves anywhere.
What We Deploy DEP.02
Everything in one place
One list everybody trusts, instead of six that disagree.
Members, customers, events, invoices and contacts kept in one place and updated once. Change somebody’s email in the morning and it is right everywhere by the afternoon — no retyping it into four systems and hoping you caught them all.
Book a Systems Audit 30 min · If we’re not the right fit, we’ll tell you who is.
Built on Airtable, Supabase and Make.com — set up in accounts that belong to you, not resold through us.
Diagnosis
You need this if nobody on the staff agrees what the real number is.
One place where each member, customer, event, invoice and contact exists exactly once. One entry, one record, one place to look it up. Everything else you use — the accounting, the email tool, the website, the registrations — reads from it or writes back to it. We are not selling you another spreadsheet template.
The people who hire us for this are usually one spreadsheet away from a genuinely bad week. Six tabs of master lists. Somebody exporting a file every Monday morning. One staffer keeping a private copy because the shared one was wrong back in March and nobody trusted it again. Nobody lied. They were each forced to keep their own version because nothing else held. We collapse the versions into one. Common signs:
- Three people give you three different counts of your own members in the same week, and all three can defend their number.
- Changing one address means changing it in the accounting system, the member list, the shared spreadsheet and the mail merge — and somebody always misses one.
- You paid for a system. Half the staff uses it. The other half quietly keeps the spreadsheet they trust.
- Pulling a report for the board costs somebody a Sunday, and the numbers come out different depending on which file they opened.
What you get
Six concrete deliverables. No vapor.
02
Your existing lists moved over and cleaned up.
Out of the spreadsheets, the old system, the vendor sites and the tab named “old don’t use.” Duplicates merged, blanks flagged, and every record carrying a note of where it came from, so you can prove it later.
03
One place to look, in your name.
Set up on your account and your card, so you own it outright. If we disappeared tomorrow you would still have the login, the records and someone else’s ability to pick it up.
04
Your other tools kept in step with it.
Your accounting, your email tool, your registration and ticketing: connected, so a change made once shows up in all of them. One update, everywhere. Nobody retypes anything.
05
A view built around each person’s job.
Whoever chases dues sees dues. Whoever runs the event sees the event. Finance sees the money. All of them looking at the same records, none of them able to break it for anyone else by sorting a column.
06
A written guide for whoever is here in two years.
Every field explained and every rule written down in language a new hire can follow on their first week, without calling us and without guessing what somebody meant.
Architecture
One place. Many views.
Picture a wheel. In the middle is the one set of records. The spokes are the tools you already use — the member list, the accounting, the email tool, the reports you hand the board. Each one reads from the middle and writes back to it. The middle is the truth. The rest are just windows onto it.
The rules live with the records, not in a spreadsheet formula somebody can wipe out by dragging a cell. If something goes in wrong, you hear about it the moment it is typed, not the week the board asks for the numbers.
DEP.02
- One place, many views
- 202.01.00
- 1 / 100
Process
Six weeks, written down. No surprises.
- Week 0
Find all of it
We track down every place your information currently lives — spreadsheets, the old system, the vendor sites, that one Notion page. You get one picture of the sprawl and one of what would replace it.
- Week 1
Agree on the shape
We write down what gets tracked and how it connects, walk your staff through it, and lock it. Nobody touches a record until you have signed off on that page.
- Weeks 2–3
Move it over
We pull from the old places, merge the duplicates and load it into the new one, with every record noting where it came from. At week three we sit down with whoever handles the money and check the numbers line up.
- Week 4
Connect the rest
We connect it to what you already pay for — accounting, email, registrations — so a change made once shows up everywhere. Both directions where that makes sense, one direction where it doesn’t.
- Week 5
Switch over
Your staff moves off the old spreadsheets. The old ones stay readable but locked for 30 days, so nothing is lost while everyone finds their footing. We are on the phone daily that week.
- Week 6+
Care
Optional. We keep the connections running, adjust as you grow and add new tools as you take them on. Or we hand over the written guide and disappear.
FAQ
The questions you’d ask on a call.
Q.01 Do we have to throw out the system we just paid for?
No, and we would push back if you wanted to. The new place becomes the record everyone trusts. The tools you already bought stay as the screens your staff works in, and we connect them so a change in one shows up in the other within seconds. Your tools keep working. They just stop disagreeing with each other.
Q.02 How do we know we won’t lose anything?
Every record carries a note saying where it came from, when it moved and what rule merged it with anything else. We build the new one alongside the old, hand you a side-by-side to check, and only switch when your numbers line up. The old spreadsheets stay readable for 30 days afterward. If something is missing, we rebuild it from the original.
Q.03 Where does our information live?
In accounts in your name, on your card, in whatever part of the world your contracts require. None of it routes through us and we hold no copy of it. If someone on your board or a customer’s security person wants to see how it is set up, we will walk them through it in 20 minutes.
Q.04 How long until something works?
About three weeks to the first screens your staff can actually use, six to everyone off the old spreadsheets. We don’t do 18-month projects. If yours genuinely can’t be done in six weeks, we tell you why and either cut the scope down or point you at someone better suited.
Q.05 What does this cost?
A typical build is $25K to $80K at a fixed price, depending on how many places your information is scattered across and how rough it is when we get there. The software itself carries a monthly cost that you pay directly to whoever runs it — we show you that number before you commit and we take no cut of it.
Q.06 Can we keep it on our own server?
Usually you don’t need to, and we will say so rather than sell you the more expensive answer. We do it when a regulator, an insurer or a contract requires it. It costs more to build and the upkeep becomes your staff’s problem, so we will be straight with you about whether you are actually in that category.
Q.07 We already started building something ourselves. Is it wasted?
Usually not. Most of what gets handed to us is sound underneath — the thinking was right, the staff just hit the wall on reporting or volume. We spend a week going through it, write up what to keep and what to redo, and quote the rest. If starting over is genuinely the cheaper answer, we say so. We have talked people out of rebuilds before.
Engagement
What working with us looks like.
Typical scope
$25K – $80K
A fixed price, set after the first week. Five to twelve scattered places pulled into one.
Typical timeline
6 weeks
Agreed on paper in week one, everybody switched over by week six. We don’t do 18-month projects.
Optional retainer
From $3K / mo
We keep the connections running, adjust as you grow and add new tools as you take them on.
Not included
The monthly cost of the software itself · what your other tools charge per seat · hauling a very large old system over
Enormous old systems are a different animal. We’ll refer you.
Next step DEP.02.99
Show us the spreadsheet you’re embarrassed about.
Bring the messiest one — the merged cells, the color coding nobody wrote down, the tab named “old don’t use.” Thirty minutes, no deck, no pitch. We’ll tell you what it would take to have one place instead of twelve, and if we’re not the right fit, we’ll tell you who is.