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Business System Engineering · United Kingdom
Off-the-shelf CRMs are designed for generic sales teams. UK law firms, accountancies, and recruitment agencies have specific workflows, specific compliance requirements, and specific data handling obligations that generic platforms handle poorly. We build bespoke CRM systems that fit your process precisely — with GDPR-compliant architecture and data residency in UK infrastructure as standard.
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/ This is for you if
The law firm problem: You're running a law firm and client matter data is spread across Outlook, a case management system, and someone's notebook. Matter notes in the case management system. Business development contacts in Outlook. No consolidated view of a client's full relationship with the firm.
The accountancy problem: Client data isn't GDPR compliant — it's scattered across inboxes and spreadsheets that nobody audits. No audit trail. No data retention policy. In the event of a Subject Access Request, producing the required data would take days.
The recruitment agency problem: You're running a recruitment agency and candidate data is in a database nobody keeps current. No automated data hygiene. No consent refresh workflow. No systematic follow-up on placed candidates.
The pipeline visibility problem: Business development depends on individual partners remembering to follow up. Which prospects has the firm been in conversation with? Where is the firm's pipeline going to come from in the next two quarters?
/ What's broken
Data scattered across inboxes and spreadsheets isn't just an operational problem — it's a compliance risk. GDPR requires that personal data is held securely, accessed only by those who need it, retained only as long as necessary, and producible on request.
Every interaction with a client should be visible in one place. In most professional services firms, it isn't. Relationship history lives in individual email inboxes. When a partner retires or moves firms, that history goes with them.
Prospect follow-up depends on individual partners remembering which conversations are live. There's no system tracking warm prospects, no automated reminder, and no visibility for leadership.
HubSpot is built for SaaS sales cycles. Salesforce is built for enterprise. Neither is built for matter-based billing, referral network management, or the multi-year client relationship typical of a law firm or accountancy. A bespoke CRM is built for how your firm actually works.
/ What we engineer
Each workstream is built by the team that audits it, and wired into the rest of your growth system.
Built for your firm's process — not a generic sales template. GDPR-compliant data architecture as standard. Data hosted in UK infrastructure.
All systems built to GDPR standards — data residency in UK infrastructure. Role-based access controls, full audit trail, automated retention and deletion workflows, consent management, SAR fulfilment tools.
Full HubSpot, Zoho, or Pipedrive implementation for professional services workflows. GDPR-compliant data handling configuration.
Remove manual steps from business development, client onboarding, and compliance workflows.
CRM connected to case management or practice management system. Document management integration. Accounting system connection. Companies House API for prospect enrichment.
Client portals. Matter tracking dashboards. Internal knowledge management systems. Partner reporting tools.
/ What changes
/ How it works
We start by mapping what you have. Every tool, every manual step, every point where leads enter and where they fall through. We interview the people doing the work — not just the owner. Output is a visual system map showing your current state, the gaps, and the highest-priority fixes. Delivered before any build starts.
Based on the system map, we design the structure. CRM pipeline stages, custom fields, automation logic, integration map, data model. You see the design and approve it before a single line of configuration is written.
CRM configuration or custom development, automation setup, integration build. WhatsApp connection, website forms, payment gateways, accounting software. Each component built to the approved design. We share progress weekly so there are no end-of-project surprises.
Your existing contacts, deal history, and pipeline data get migrated in. We clean the data first — removing duplicates, standardising formats, filling gaps where possible. You don't start with a blank system.
Live training sessions with your team — in Nepali or English, whichever works. Written documentation for reference. Go-live support for the first two weeks so issues get fixed immediately, not after they become habits.
Monthly system health check: automation performance, lead capture rates, pipeline conversion, tool usage. We identify what's working, what needs adjustment, and what to build next as your business grows.
5-day system map · Lead flow audit + tool inventory · No retainer required
Map Your Business System/ Evidence
The results. Not the claims.
View the full evidence libraryA London-based law firm with 12 fee-earners had no CRM. Following an ICO inquiry, they needed a compliant system within 60 days. We built a bespoke CRM with GDPR-compliant architecture:…
A recruitment agency placing candidates across finance and legal was using an ATS, a separate CRM, a spreadsheet, and Outlook. We replaced the four-tool stack with a bespoke CRM handling…
We reconfigured HubSpot with GDPR-compliant data handling, built a professional services pipeline, automated the onboarding workflow.
/ Common questions
Straight answers on scope, timelines and cost. Anything else, ask us directly.
Ask us directlyAll CRM systems we build for UK clients are architected to GDPR standards as standard. GDPR compliance includes: lawful basis documented, role-based access, full audit trail, automated retention and deletion, consent management, SAR fulfilment within 30 days. Data hosted in UK-based infrastructure.
A bespoke CRM is designed and built specifically for your firm's workflow, terminology, and processes. It makes sense for professional services firms with genuinely non-standard workflows — multi-year matter management, complex referral networks, regulated data handling. Off-the-shelf software is faster and cheaper to deploy and is the right choice for many firms. The system mapping engagement determines which fits your firm.
For law firms and accountancies with complex matter-based workflows: bespoke build or Zoho CRM with custom modules. For recruitment: bespoke ATS/CRM hybrid or HubSpot. For standard new business pipelines: HubSpot with GDPR configured. The right answer depends on your fee model, matter complexity, regulatory profile, and team size — the system mapping session answers it specifically for your firm.
Bespoke CRM development: 10–14 weeks. Off-the-shelf CRM configuration: 6–8 weeks. The system mapping (5 days) gives you a precise timeline before any commitment.
Records are categorised by lawful basis before migration. Records without a documented lawful basis are flagged for your decision. We don't transfer non-compliant data into the new system — we surface it so you can decide what to retain and what to delete. Migration runs in parallel with the build so go-live isn't delayed.
Typically yes. Common integrations include LEAP, Clio, ProClaim, Iris, Sage, and Xero. The integration scope is confirmed during system mapping based on the APIs your platform exposes.
Bespoke CRM development starts at £18,000–£35,000 depending on complexity. Off-the-shelf implementation starts at £5,500–£9,500. The system mapping is a fixed-price engagement that gives you a precise quote before any build commitment.
CRM adoption failure in professional services almost always traces to the system not matching how fee-earners work, or partners not seeing a clear personal benefit. A bespoke system is designed around their actual job — the matter stages they work in, the terminology they use, the actions they take daily. Adoption rates are materially higher because the system reduces, rather than adds, work.
Start here
The system map identifies your current data handling gaps, the compliance obligations your CRM needs to meet, and what a bespoke or configured system needs to look like for your firm.
5-day system map · Lead flow audit + tool inventory · No retainer requiredIgnited Nepal
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