Operational Consolidation
From 7 tools to one unified platform
The Problem
Seven disconnected tools create data silos, manual reconciliation, and invisible costs. Here are the four core pain points driving this engagement.
Receipts & Expense Management
Manual processes disconnected from projects. CAD/USD friction across tools with no automatic currency handling.
Cashflow Visibility
Projections live in Dryrun, actuals live elsewhere. No unified view. CRM records USD while accounting runs CAD.
CRM as an Island
HubSpot costs ~$10K/yr and is not connected to financial or project data. Deals and revenue live in isolation.
Fragmented Project Management
R&D, Design, Exhibitions, and Admin run on different rhythms. SR&ED time tracking is fragmented across systems.
SR&ED & Grant Tracking
Why This Matters
SR&ED credits represent significant tax recovery, but they require hour-by-hour tracking broken down by project, employee, and activity type. Your current setup makes this painful and error-prone.
Our solution includes SR&ED-ready time tracking as a core feature — not an afterthought bolted on at tax season. Every hour logged is automatically categorized and tagged for compliance.
- Grant-ready reports exportable for accountants and CRA
- Maximized recoveries through accurate, granular tracking
- Zero additional admin burden on your team
Option 1: Connected Stack
Connected Stack
Keep your existing tools and build an integration layer using Zapier/Make, with a unified dashboard pulling data from all sources.
Included
- AI-powered OCR receipt scanning & categorization
- Zapier/Make automation flows between existing tools
- Custom unified dashboard for cashflow & projects
- Time tracking layer for SR&ED compliance
- HubSpot AI setup for CRM summaries & deal scoring
What You Keep
All existing tools, workflows, and team familiarity. No retraining needed.
What You Drop
Manual data entry and reconciliation between siloed tools.
Best For
Teams that want quick wins without migrating away from current tools.
Limitations
Data still lives in 7 places. Automations can break. Ongoing SaaS costs remain.
Option 2: Odoo ERP (Recommended)
Odoo ERP
Odoo licensing: ~$2,000–$4,500/year · TenderOS: $6,500 + $1,000/month
Replace fragmented tools with a single ERP that handles accounting, CRM, project management, expenses, and SR&ED tracking natively — all in one database.
Included
What You Keep
Google Workspace, TenderOS. Everything else consolidates into Odoo.
What You Drop
HubSpot, Dryrun, and 4–5 other SaaS tools. Saves ~$11–12K/yr in subscriptions.
Why We Recommend It
Odoo gives you a single source of truth — accounting, CRM, projects, expenses, and SR&ED tracking all connected in one database. It eliminates ~$11–12K/yr in SaaS costs, solves all four core pain points natively, and scales with your team without duct-taping tools together.
Option 3: Fully Custom
Fully Custom Platform
TenderOS: $6,500 + $1,000/month
Purpose-built web application tailored to your exact workflows. Full ownership of every line of code with no vendor lock-in on the core platform.
Included
Best For
Teams needing fully bespoke workflows and total code ownership with no ERP constraints.
Limitations
4–6 month timeline. Highest upfront investment. Ongoing maintenance required.
Comparison Table
| Option 1 | Option 2 (Recommended) | Option 3 | |
|---|---|---|---|
| Investment | $5K – $10K | ~$20K + $6.5K | $40K+ |
| Ongoing SaaS | Existing costs remain | $2K–$4.5K/yr + $1K/mo | $1K/mo TenderOS |
| Timeline | 2–4 weeks | 6–10 weeks | 4–6 months |
| Data Unification | Partial (dashboard layer) | Full (single database) | Full (custom-built) |
| SR&ED Tracking | Bolt-on layer | Native module | Custom-built |
| Multi-Currency | Manual reconciliation | Native CAD/USD | Custom engine |
| Scenario Projections | Limited (Dryrun stays) | Built-in cashflow | Custom dashboards |
| AI CRM Summaries | HubSpot AI add-on | Odoo AI integration | Custom AI pipeline |
| Scalability | Limited by tool caps | High (ERP-grade) | Unlimited (custom) |
| Risk | Low | Low–Medium | Medium–High |
Recommendation
Option 2 Is the Right Move
Odoo ERP eliminates ~$11–12K/yr in SaaS costs while solving all four core pain points natively — receipts, cashflow, CRM, and project management — in a single connected platform.
It gives your team a single source of truth with built-in SR&ED tracking, multi-currency accounting, and real-time cashflow visibility. It scales with your team, requires no duct-taping of tools, and pays for itself within the first year through SaaS savings alone.
Next Steps
Letter of Engagement within 48 hours of your decision.
WBSFT®
Prepared by Webisoft · March 2026