Why ‘One-Size-Fits-All’ software is failing specialist consultancies

11 June 2025

In sectors like chartered surveying, ecology, and health & safety, specialist consultancies operate in a world where precision, compliance, and responsiveness are non-negotiable.

Yet, many of these small to mid-sized firms rely on generic software or even spreadsheets to manage complex, multi-client workloads. As a result, they’re often left frustrated by inefficiencies, manual admin, and a lack of visibility into their operations.

This blog explores why generic software solutions often fall short for specialist consultancies, what to look for in better tools, and how platforms like FlightAbout Flight are enabling more tailored, sustainable process improvements.

Why generic software struggles in specialist environments

1. Your workflows are no generic

Off-the-shelf CRMs and project management tools assume a universal workflow: one pipeline, one delivery method, one reporting format. But specialist consultancies operate with nuanced workflows. For example, a health & safety consultancy may need audit trails and incident tracking. An ecology firm may require seasonal workflows and geotagged data.

Trying to fit your processes into rigid software often results in workarounds that create more admin than they solve.

2. Disconnected tools slow everything down

Consultancies often cobble together a combination of Excel, Google Drive, basic CRMs, and email to run their operations. This fragmentation leads to double entry, inconsistent data, and lost time. According to a study by Harvard Business Review, professionals switch between different software applications and websites nearly 1200 times every day. This equates to over 5 working weeks annually per employee (HBR, 2022).

3. Limited visibility into profitability

Generic tools rarely offer deep insight into project financials. Without real-time dashboards showing costs, hours worked, and invoice status, it’s difficult to make informed decisions. According to a report by McKinsey, companies that actively use performance data outperform competitors by 5–6% in profitability (McKinsey, 2022).

4. Compliance risks from manual tracking

Manual tracking of data makes compliance with standards like ISO 9001 or ISO 14001 harder. In regulated industries, poor documentation can lead to audit failures or even legal exposure. A software solution that automatically logs changes, stores documentation, and links data across projects can significantly reduce this risk.

The positive impact of better software on small consultancies

Modern software, when correctly aligned with your operations, can transform how you deliver work, report outcomes, and scale. Here’s how:

1. Streamlined workflows

Software that mirrors your real-life processes reduces admin and error. For example, automating client reminders, report generation, or compliance checks can save hours every week. Research by Deloitte shows automation tools can improve efficiency by up to 20% across project-based organisations (Deloitte, 2022). https://www2.deloitte.com/us/en/insights/focus/technology-and-the-future-of-work/intelligent-automation-2022-survey-results.html

2. Integrated systems

A single system that integrates CRM, project management, reporting, and finance helps maintain a single source of truth. This reduces the risk of outdated or duplicated information and makes collaboration easier across small teams.

3. Improved financial oversight

With accurate, live data on project progress, costs, and profitability, you can course-correct early and invoice promptly. This supports better cash flow management and informed resource allocation.

4. Audit-ready compliance

An integrated system can store all records—emails, assessments, site visits, photos—in one place, with timestamps and user logs. This makes audits far less stressful and improves client confidence in your operations.

5. Scalability without overhead

Good software grows with you. As your team expands or your services diversify, configurable systems can adapt without requiring a full overhaul.

What to look for in a software solution

If you’re evaluating new tools, here are features that we have found matter most for consultancies:

• Configurable workflows: So you’re not forced into rigid templates
• Modular design: Add functionality (like training management or timesheets) as your needs evolve
• Strong integration options: APIs and webhooks that work with tools like Microsoft 365, Xero, or your own website
• Real-time dashboards: Custom views for directors, PMs, and admins
• Security & data protection: Especially if you handle sensitive or personal data
• Reliable support & documentation: To help your team get the most out of the system

Why some firms are exploring bespoke platforms

Bespoke no longer means expensive or slow. With the rise of configurable platforms, some consultancies are finding that bespoke-style software is finally within reach; and well worth the investment.

Take Flight, for example: it’s a platform that builds tailored applications using configurable modules. Instead of starting from scratch, Flight combines pre-built components—like CRM, workflows, dashboards, event scheduling, and document automation—into a solution that’s shaped around your business.

Flight applications are hosted on private cloud servers in AWS, giving you enterprise-grade security and scalability. And because Flight includes a full RESTful API, it integrates with Microsoft 365, Xero, and many other tools.

Most importantly for growing consultancies, Flight offers continuous updates and configuration changes at no extra cost. That means your software evolves as your business does.

Final Thought: Build software around your business, not the other way around

If your team is overwhelmed by admin, missing follow-ups, or unsure about project profitability, the problem might not be your staff, it might be your systems.

Software should enable your team to do their best work, not add friction. For specialist consultancies, the answer is often not in the biggest brand or the flashiest feature list—but in a system that reflects how you actually work.

Whether you’re exploring off-the-shelf options, considering low-code platforms, or evaluating a tailored solution like Flight, the key is finding software that grows with your business, not against it.

You shouldn’t need to become a tech company to improve your systems. With the right partner and platform, you can take control of your operations, reduce admin, and position your consultancy for smart, sustainable growth.

If you’re curious about how configurable software could work for your business, Flight offers no-obligation pilot packages and proof-of-concept demonstrations. It’s one way to explore what bespoke looks like, without committing to a major IT project.

Interested? Let’s explore your workflow together.

Contact us