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Most professional services firms hit a ceiling. The cause may be one of a hundred things. It’s not usually lack of talent. Quite often, it’s fractured data.
Finance in one system. Marketing in another. Sales pipeline somewhere else. Delivery and utilization buried in project management. No full picture. Leaders therefore make good, not great decisions. And we know “Good is the enemy of great!”
The result? Firms stuck in perpetual growth mode, teetering on scale but unable to break through.
A Practice Area Needed for Scale: One Source of Truth
If you want to scale, you need unified data – full stop.
I need it. You need it. Your clients need it.
That means connecting systems that were never designed to connect.
The #1 obstacle? No shared IDs.
Export data from each system and you’ll see the problem fast: messy, inconsistent, and full of gaps. The ability to cleanse, simplify, and close those gaps is one of the key contributors to scaling.
Here’s the unlock: Create a Common Record ID.
Case in Point
My firm learned this lesson when we had owned a full service mail house and were incubating the ProServ firm we have today.
One of our first major ProServ clients was the Museum of the Bible (MoTB). Their data lived across NetSuite, Bronto, cEvent, iDonate, Tessitura, and more. Every system had donor records. Thousands of donors sat in multiple databases. Donors were individuals, family offices, nonprofits, businesses, and institutions.
MoTB needed to raise an additional $250M before opening in Washington DC for the first time. To get there, they needed upselling, cross-selling, and new donors who looked like their best donors. But they couldn’t unify their data. (Yet!)
The problem: “John Smith” in one platform couldn’t be tied to “John Smith” in another.
We solved it with postal software. It standardized addresses against the National Change of Address (NCOA) file. It cleaned and standardized every record.
- “John Smith at 15401 N. May Avenue, Edmond, Oklahoma”
- “John Smith at 15401 North May St., Edmond, 73013”
Both became: “John Smith 15401 N. May Ave., Edmond, OK 73013.”
That updated address became the Common Record ID: 15401NorthMayAveEdmondOK73013.
Suddenly, everything clicked. Every record could connect to any other with the same address. Where a partial or incorrect address had existed, it was corrected and matched on a Common Record ID. We used unique emails and phone numbers to connect records with no address. Where there’s a will, there’s a way!
We built a Salesforce CRM on this master file, integrated non-duplicate platforms, and eliminated nearly 100% of future unified data issues. MoTB went from chaos to clarity.
Here’s The 8-Step Process (It’s Not Magic – It’s Method)
- Aggregate every system. Every record. Every field.
Pull raw data from every platform that touches clients, prospects, projects, and finance. Use automated connectors so nothing stays siloed. - Clean + standardize the data. Build a Common Record ID.
Normalize names, addresses, phone numbers, and emails. AI-powered matching can help find duplicates and fuzzy matches the Excel dedupe feature and humans miss. - Unify into a single, searchable master database.
Load standardized data into one central repository. Usually Excel at this step. - Enrich with verified demographics, firmographics and other relevant attributes.
Fill gaps with data from trusted compilers. Avoid cheap list resellers. Use AI APIs for real-time firmographic updates once the master file is in a CRM acting as the data hub to your Custom ChatGPTs. - Analyze with 80/20 thinking.
Find the patterns that identify the 20% delivering 80% of results. Profitability analysis by client, service line, or segment is now easier with AI platforms that can surface both historic and future profit drivers. - Activate upsell, cross-sell, and lookalike campaigns.
Spot untapped opportunities inside accounts. Target prospects that resemble your best clients. Your trained, custom GPT may query any Account, Contact, and Opportunity fields to draft personalized account based marketing content and sales communications to accelerate throughput. Helps increase production and quality simultaneously. - Integrate CRM, marketing, estimating, sales, project management, bookkeeping, and finance.
Connect the master file back into daily systems. When platforms share IDs, forecasts and reporting align. Custom GPT AI Assistants that can query your CRM data can now identify and prioritize opportunities, while AI Agents begin executing some of the tasks. - Measure with dashboards, KPIs, and narrative BAG reports (Been, Are, Going).
Build reporting that shows past, present, and future trajectory. Subject matter experts can use AI to enhance analysis. SMEs can get smarter much faster using a custom ChatGPT that can query CRM data directly (“Show me margin by client last quarter”). You may now literally talk to your AI about your CRM data. It’s not only fascinating. It’s productive!
Why It Matters
- Clarity: You can’t manage what you can’t measure. Unified data gives you clarity.
- Profit: The signal doesn’t show until the noise is gone. Unifying data sets reduces noise.
- Trust: Clients pay more when you prove value. Unified data helps validate attribution.
- Valuation: Clean, enhanced, unified data that’s activated drives profit and multiples.
For You – and Your Clients
This isn’t optional. Every professional services firm must master data unification.
- For your firm, it’s a major contributor to break through the growth phase and scale.
- For your clients, it’s the same.
If you help clients grow profit or valuation, you cannot ignore the value of unified data.
With AI, the heavy lifting is easier and the output sharper. What took months now takes weeks. In many cases, days, hours, or minutes.
This is the new standard among data- and AI-driven leaders. The firms that master it will leave competitors behind.
If your data lives in silos, so does your growth. Break the walls. Build the bridge. Your ability to scale may depend on it.
Inside Collective 54, you’ll find the frameworks, playbooks, and members who have already achieved what you are trying to do right now – and they’re willing to help you get there. If unifying data is a priority and you want any of this unpacked further, connect with me on LinkedIn.