The Tool Sprawl Problem

Your AI tools were supposed to save money. Why are they costing you more?

Subscriptions pile up, workflows overlap, and nobody has time to check what's actually paying for itself — until it's raising the real cost of every customer you acquire. I help you cut it down: audit what you're paying for, build the systems that actually work, and streamline everything in between.

Get Your Systems Audit — $280 See What I’ve Built

Run by Basim — medical bioinformatics graduate, systems thinker, and automation consultant helping small teams work smarter.

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Tool Sprawl

AI has made it cheap to launch a tool and easy to justify "just one more subscription." Most small teams end up paying for three tools that do the same job — and nobody's checking.

Rising Acquisition Cost

Every unused seat, redundant tool, and manual workaround is a hidden cost sitting on top of what it actually takes to win and keep a customer.

No One's Auditing It

Everyone's too busy running the business to step back, map what's actually being used, and cut what isn't. That's the gap a systems audit closes.

A quick, illustrative example — not a universal number

3 overlapping subscriptions
(~$45/mo each)

5 hrs of manual re-entry, every week
(~$25/hr blended cost)

~$675/mo in hidden cost — before a single dollar goes to ads

Round numbers for illustration. Your actual number could be higher or lower — that's exactly what the audit finds out.

Systems Audit & AI Roadmap

Your systems should scale with you, not against you.

A structured review of the tools running your business; CRM, project management, finance, and communication platforms resulting in a clear, prioritized plan to fix what's broken and automate what's repetitive.

Here's why it matters right now: AI has made it cheaper than ever to spin up a new tool, which means most small businesses are quietly running two or three subscriptions that overlap, half-used seats nobody's cancelled, and workflows that were duct-taped together under deadline pressure. None of that shows up as a single line item and it just sits on top of everything, quietly raising what it actually costs you to win and keep a customer. An audit is how you find it before it finds you.

$280 one-time

Request Your Audit

What's Included

Full Systems Audit

A complete review of how your tools are used day to day, surfacing what's working, what's not, and where time is being lost.

Process Optimization

Streamlined workflows and consolidated tools, so nothing gets duplicated, delayed, or dropped.

CRM Review

An independent review of your CRM strategy, structure, and workflows, with clear recommendations to improve adoption, streamline operations, and support future growth.

AI & Automation Opportunities

Repetitive work flagged for automation with the right no-code tools and AI; OpenAI, Make, Zapier.

Actionable Roadmap

A clear, scalable plan for improving your systems, scoped to your team size, goals, and budget.

Optional Add-ons

Documentation and SOPs, tool recommendations and implementation, or ongoing support after the audit.

What You'll Walk Away With

A written map of every tool and workflow your business currently runs on
A prioritized roadmap ranked by impact and effort, not just a wish list
At least three automation quick-wins you can implement immediately
An estimate of the hours your team gets back each week once it's implemented
A 30-minute walkthrough call to go over the findings together

Best For

Small businesses (3–30 people) Service providers Scaling startups Consultants/Solopreneurs & agencies

After the Audit

If you want help implementing the roadmap, I can also build and optimise the systems with you. See Pricing below.

Workflow design & mapping

Zapier automation builds

CRM setup & automation

AI workflows for content & decisions

System integration across tools

Pricing

Straightforward rates, scoped to what you need.

Start with the audit, or go straight to a specific service, every request goes through the same short form below.

One-time

Systems Audit

$280flat

A full audit of your tools and workflows, plus a prioritized roadmap you can act on immediately.

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Hourly

Automation Builds

$70/ hour

Zapier and AI-driven workflows built, tested, and documented — lead capture, follow-ups, reporting, and more.

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Hourly

CRM Setup & Optimization

$100/ hour

Your CRM set up or refined so leads, follow-ups, and interactions are tracked automatically.

Request This

Hourly

Social Media Content Management

$50/ hour

Content strategy, planning, and workflow management to keep your social media consistent — from ideas and content calendars through approvals and publishing.

Request This

Recent Projects

Real systems, built and shipped.

Explore a selection of systems, automations, and operational workflows I have built.

Selected builds

See what I’ve built.

Swipe or use the arrows to explore each build.

CRM Build

CRM Pipeline Setup

Built a full lead-to-trip pipeline in Zoho Bigin. Proposal Delivered through Booking Confirmation, Final Payment, Trip Start, Trip Ended, and Feedback with automatic emails firing at each stage change.

Stage-based follow-ups
Clear pipeline visibility
Less manual chasing

Automation Ecosystem

Business CRM Automation

Connected TidyCal, Circle, and Notion into a single automation ecosystem that manages bookings, contacts, and customer interactions without manual input.

Built for IMMA Collective

One shared customer record
Bookings synced automatically
Fewer manual handoffs

Lead Automation

Lead Management

Linked ScoreApp to CRM workflows to automatically capture, qualify, and organize incoming leads.

Leads captured instantly
Qualification data organised
Faster follow-up

Community Operations

Community Management

Synced community activity between Circle and Notion for centralized, always up-to-date reporting.

Centralised activity reporting
Circle and Notion aligned
Less spreadsheet upkeep

Sample Testimonial

“Basim made our systems feel simple. He understood the messy parts quickly, connected the tools we were already using, and built a workflow that is much easier for our team to manage day to day.”

GorgiaClient

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Workflow Features

The technical foundation behind every build.

Multi-step automations

Conditional paths

Filters

Formatter steps

Custom code

Delays

Duplicate prevention

CRM synchronization

AI integrations

Database automation

API-based workflows

My Process

From first call to a system that runs itself.

Discovery

Understand your current tools, team, and where time is being lost.

Workflow Mapping

Chart each process end to end to see exactly where automation fits.

Build

Build the automations, integrations, and CRM logic in your live tools.

Testing

Run real scenarios to catch edge cases before they hit production.

Documentation

Hand over clear SOPs so your team knows how everything works.

Optimization

Monitor performance and refine the system as your business grows.

FAQ

A few things you might want to know first.

Quick answers before you decide whether an audit or build is the right next step.

How long does a Systems Audit take?

Timing depends on the size and complexity of your setup. Once I understand the tools, workflows, and scope involved, I’ll confirm the expected timeline before the work begins.

Do I need to change my current tools?

Not necessarily. The first goal is to understand and simplify what you already use. I only recommend replacing a tool when there is a clear reason to do it.

What access will you need?

It depends on the systems involved. We can start with screenshots, walkthroughs, or limited access where appropriate. Please never send passwords or other sensitive credentials through the enquiry form.

Can you implement the recommendations afterwards?

Yes. If you want support after the audit, implementation can be scoped separately across automation, CRM, social media content management, and ongoing optimisation.

Can you help with social media content strategy?

Yes. I can help turn your goals into a practical content strategy with clear content pillars, a realistic publishing cadence, and a repeatable workflow for planning, approvals, and content management.

Get Started

Tell me what's slowing you down.

If your business has repetitive manual work, there's a good chance it can be automated. Fill this in and I'll follow up with next steps no call required to get started.

Prefer to talk it through first? Book a free 30-minute call instead.

Send the details in one quick form.

Share what is slowing your business down, which service you are interested in, and the best way to reach you.

01 · SubmitSend the basics through the form.
02 · ReviewI review your setup and what you need.
03 · Next stepI reply with the clearest way forward.

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About Me

Systems-first thinking, sharpened by running operations myself.

I'm Basim, a process optimisation and AI consultant helping companies scale smarter. My background blends data analysis, process design, and automation.

◆MS in Medical Bioinformatics — Verona, Italy
◆National Cycling Champion — Individual Time Trial
◆Passionate about data, impact-driven work, and the outdoors