Tailored CRM Consulting
Weaving scattered tools into one cohesive foundation
Tailored CRM architecture built around how your business actually operates. We take the time to understand your unique processes, aligning and integrating your entire tech stack into a custom system that works for your team without compromise.
Platforms We Work In
Dynamics 365 · Salesforce · HubSpot · or whatever fits your business
What we do
We turn scattered systems into one CRM that works for you
Your business already runs a certain way, the systems just haven't caught up yet. We build and untangle CRMs so your data, your workflows, and your reporting all live in one place, the one your team will actually use.
Untangle what you already have, so nothing you're paying for goes to waste.
Build a system around how your team actually works, not a generic template.
Support you after launch, so it keeps up as your business changes.
How it works
01
Discover
Discovery is the most important step. This is where we learn what your business is, what systems you currently use, if any, and how they currently work together. We want to understand the goals for the business and the goals for growth. We interview both leadership and the staff members who use the current systems and will be using the new ones, which helps determine the best course of action to get you to a place where your systems are working for you.
02
Plan
Once we understand how you work, we put together a proposed plan. If you do not have a CRM, this is where we recommend which one fits your business and why. If you already have one that is not working the way you need it to, we usually look at reworking what you have before replacing it. And if you are paying for several systems that overlap, we will show you where consolidating could save you money and keep all your data in one place. We work with you to build a system that makes sense for your business needs.
03
Build
This is where the system gets built around the way you actually work. Fields, forms, automations, and integrations, but also the workflows that sit around them, so everyone knows what gets entered, when, and what the system handles on its own. Building the system is only part of it. The workflows are what make it something your team can use day-to-day. Everything is tested meticulously before anything goes into production, so the implementation is as seamless as possible.
04
Train
Before the system is implemented, we make sure your staff is trained and has documentation they can refer back to later. Depending on your business needs, this can range from a couple of virtual training sessions and reference guides, to training your staff not only on how to use the system but how to manage it and keep it running, so you have ownership of your own system and can keep future updates in-house.
05
Support
Once the system is fully implemented and you are satisfied, we are available for any ongoing support your business may require. This can be on a retainer, or on an as needed basis as updates come up. Businesses change and systems need to be able to adapt with those changes, so having someone who already knows how yours was built makes it that much easier down the road.
A CRM should not be something your staff works around.
It should be the thing that makes their work make sense, and it should tell you what is really happening in your business while it does it.
Who you'll be working with
Olivia Ennis
Founder
Hi, I'm Olivia, and I have spent almost a decade in operations, optimizing processes, building efficiencies, and getting systems to do what they were actually bought to do. In that time I have worked inside Salesforce, HubSpot, and Dynamics 365, and every one of them had the same problem. They were clunky, unintuitive, and instead of supporting the business, they became one more obstacle between staff and their actual work.
So I learned how to make them bend.
How to shape a system around the way a business already runs, usually with the tools they already own. The result is not just easier work, it is visibility: knowing how the business is performing and where it is heading. Reporting stops being a manual exercise in chasing numbers and becomes a dashboard you open in the morning.There are large firms that do this work, and I have worked alongside a few. Their overheads are extremely high, there are provisioning fees, and rather than learning what your business needs, they will just implement their best practices, which is a problem when your business does not look like everyone else's.I started Vimina Systems because I think it should work the other way around. Learn the business first. Talk to the people who actually live in the system every day, not just the ones approving the budget. Build something your team can run themselves once I am gone.I want to build a strong foundation by weaving your systems into one cohesive hub that you can actually put to use.
How pricing works
Every business is a different shape, so every quote is too. What doesn't change is that you'll know the cost of each step before it starts, no surprises halfway through.
Discover & Plan
Scoped to size
Priced based on the size and scope of your business. You'll have a clear number before discovery begins, so there's nothing to guess at going in.
Build
Fixed price
Quoted as a fixed total once we've agreed on scope, based on the work itself, not hours logged. No hidden fees: what's scoped is the price, and anything added along the way is laid out clearly before it's billed.
Train
Included, plus add-ons
Training is built into the project scope based on what discovery shows your team needs. Want more later, whether that's onboarding new hires or extra admin training, additional sessions can be added at a per session rate.
Support
Retainer or as needed
Choose a monthly retainer or pay as things come up. Either way, we already know your system, so there's no ramp-up when you need us. Retainers include a monthly summary of work done and budget left.
All work is billed 50% up front and 50% on completion, or in full up front if you prefer.
Whether you are a small team or a large organization, you get the same care, respect, and time.
Questions you might have
Do we need to start over if we already have a CRM?
Almost never. This is usually about rebuilding what you already have so it works the way you need it to, and connecting it to the other systems you are running, whether that is time tracking, invoicing, or reporting. CRMs can do a great deal, and in most businesses the majority of that goes untouched. A lot of our work is tapping into what you are already paying for.
What if my team does not want a new system?
We built our process around avoiding that as much as possible, and it is a large part of why discovery matters so much to us. We want to hear the pain points from the people working in the system every day, because the last thing we want is to build something that adds friction to their work. The goal is a system your team actually wants to use, along with the tools, resources, and knowledge to get the most out of it.
How long does this take?
It depends on the size of your team, how customized you want the system, what you want it to do, and how much training you need, so there is no clean answer we can give you up front. What we can tell you is that we will not waste your time, because ours is just as precious. Once we understand the scope we are always transparent about timelines, and we ask you to be just as transparent with us about what you are hoping for.
What happens once you are finished?
That is entirely up to you. We are firm believer in autonomy when it comes to the systems you are paying for, so if you want to manage it in-house and learn to handle updates and fixes yourself, we will teach you and then get out of your way. If you would rather keep us on for support, we have options for that too.