A partner, not just a project
Monthly support for optimization, training, and guidance — better than AI, cheaper than an intern. Portals drift: people leave, processes change, someone adds a field for one campaign. Retained hours mean the fixes happen the week they come up rather than accumulating into next year’s cleanup project.
A clean portal is a moment, not a state
Every portal we have cleaned was clean once. What undoes it is ordinary: a new hire configuring around a gap, a campaign that needed one more field, a process that changed without the CRM being told. None of it is negligence, and all of it compounds.
The admin left
The person who knew why the portal was built that way is gone, and nothing was written down.
One more field
Every campaign adds a property. Nobody removes one. Five years later the model is unreadable.
The process changed
Sales changed how they qualify, and the pipeline still reflects the old way of working.
Small things queue up
None of it is urgent enough to hire for, so it waits — and becomes a cleanup project.
Small fixes, before they are projects
The point of a retainer is that the field nobody understands gets sorted in the week it appears, not discovered in an audit two years later. It is also the cheapest form of this work, because nothing has had time to compound.
See what an audit finds →Kept healthy, not just kept running
A quarterly rhythm, plus whatever comes up
The expensive version is waiting
Almost every optimization engagement we take on could have been a handful of retained hours spread over two years. The work is the same work — it just costs more once the duplicates have multiplied, the workflows have tangled, and the team has stopped trusting the data.
Common questions
How many hours do we need?
It depends on how much the business changes and who maintains the portal internally. We would rather size it honestly on a call than sell you hours you will not use.
What happens to unused hours?
They roll within the term, so a quiet month is not wasted. What they do not do is accumulate indefinitely — that would just be a worse way to buy a project.
Do we have to commit for a year?
No. Contracts run from rolling to yearly, and there is no obligation to continue past the term.
Is the quarterly audit really included?
Yes. It is the mechanism that makes a retainer worth having — it catches drift while the fix is still small.
Can you work with our internal admin?
Yes, and we prefer it. Someone internal who understands the build is the difference between a portal that stays healthy and one that drifts.
What if we only need occasional help?
Then say so and we will quote the work ad hoc. A retainer suits teams whose portal changes regularly; it is not the right answer for everyone.
Keep it healthy
Tell us how your portal is used and who maintains it. We will size a retainer against that honestly — including saying if ad hoc work would serve you better.
Tell us what your CRM is doing wrong
Book a time directly, or send us a note and we will come back to you — usually the same day. Either way you get a real answer about your portal, not a pitch deck.
Book a meeting
Pick a time that suits you. Thirty minutes, no obligation, and we will look at your portal together.
Open the calendarOr send an inquiry
Tell us what is going wrong and we will come back with a first read on it.