Six Databases.
A single CRM replaced six fragmented sources and a week of manual cross-referencing before every campaign.
What was broken before.
A Melbourne-based women's domestic-violence support charity was running six fragmented databases: Mailchimp audiences, Shopify, a sponsorship spreadsheet, Donorbox, a volunteer list, and the leftovers that lived nowhere properly. Hundreds of duplicate contacts sat across them. Before every campaign, staff manually cross-referenced records to avoid sending a donor the same appeal twice or missing a sponsor entirely. Another provider had quoted a week of work and double the price for the consolidation. The charity was effectively paying in staff hours every send, and the cost was compounding with every new contact added.
The system.
A single CRM as the source of truth, with the messy six wired in around it. Data from Mailchimp audiences, Shopify, the sponsorship spreadsheet, Donorbox, and the volunteer list was extracted, cleaned, deduped, and merged. Mailchimp, Donorbox, and Shopify integrations now sync forward, so new records land in the CRM automatically rather than reopening the duplication problem. The dedupe logic ran on full-name, email, and phone with a manual review pass on edge cases, because charity contact data is messy and a hard match alone misses real overlaps. Campaign segmentation is now done once, in one place.
The outcome.
5,003 contacts unified into a single CRM. 218+ duplicate records removed. 6 fragmented data sources merged in 3 hours, against a competing quote of a week and double the price. Pre-campaign cross-referencing is no longer a manual step. Still in active use as of April 2026, with new contacts flowing in through the integrations rather than recreating the original mess.
“5,003 contacts unified, 218+ duplicates removed, 6 sources merged in 3 hours versus a week-long competing quote, as of April 2026.”
Want one of these?
Book a free audit and I will tell you whether your contact data is one CRM problem or five integration problems.