How Avo Solutions, Inc Became A Long-Term Proprium Partner: 4 Projects, One Operating System

AVO Solutions is a consulting firm specialising in transformation leadership for complex organisations, the kind of work where the consultants on the ground are the firm's most valuable asset, and where their time being spent on the right things matters more than anything else.

”They don't just understand tools, they understand our business.”

Jenifer Namestka, CEO, Avo Solutions

The Partnership

Over the course of four projects, AVO and Proprium built something together that's rare: not a one-off engagement, but an ongoing partnership across the systems that run the firm. It started with a question: What does this business actually need, in what order, and why? and it grew into a connected operating system, with automated lead generation feeding it and an enterprise-grade assessment product running through it.

This is the story of how that partnership unfolded.

Project 1: The Discovery

The first piece of work was deliberately not a build. AVO had grown through a patchwork of more than ten tools, each added for a real reason, none of them connected. The CEO had intuition about where the firm's hours were going, but not data. Before designing or implementing anything, the right move was to understand the operation completely.

Proprium ran a two-week discovery: six interviews across every operational role in the firm, screen-shared sessions where the team walked through their actual work rather than describing it in summary. The deliverable was a 24-page strategic report — current state, four critical bottlenecks, a phased transformation roadmap, change management, expected outcomes with concrete metrics, and a live working demo of the recommended platform.

The biggest discovery wasn't on any tool. It was structural: AVO wasn't running one business, it was running three, internal projects, government contracts, and corporate engagements, each with different rules, stakeholders, and compliance needs. That three-part structure had never been explicitly named, and it became the foundation for everything that followed was designed against.

The report stood on its own. AVO could have taken it forward independently, with another partner, or with Proprium, the choice was theirs from a position of clarity. They chose Proprium.

Project 2: One connected system

With the roadmap in hand, the next project was the build. AVO's sales, projects, and contacts had been living in separate tools. The brief was direct: build one connected system that covers contacts, sales, and project delivery end to end, move live data into it without breaking active engagements, and hand it over with the team trained.

Proprium built one connected system with three parts that talk to each other — a single source of truth for contacts and companies, a sales process running end to end, and a project delivery layer structured around the three kinds of work AVO actually delivered. Live data was migrated and cleaned. The team was trained. Two written guides were delivered so AVO could answer their own questions long after the engagement closed.

The firm moved from nine disconnected tools to one connected system that reflected how AVO actually worked, not how older tools forced them to work.

Project 3: The Lead Magnet, Automated

With the core operating system in place, the next project addressed the front of the funnel. AVO had a free readiness assessment they wanted to offer through their website — but the manual version was the bottleneck. Someone had to take the survey response, build a personalised PDF, email it, and remember to update the CRM. Every step was a place leads got dropped.

Proprium built a single end-to-end automation: a prospect completes the assessment, and within seconds a personalised PDF is generated, emailed, and the contact lands in the CRM with all the survey data mapped to the right fields. Built in Zapier, with a handover video so AVO could maintain and extend it independently.

The assessment became a real lead generation tool. Prospects got value immediately. The firm got clean lead data with no one touching the workflow. The system was built to outlast the engagement — and later, when the SmartSuite operating system became the firm's core, the same workflow was migrated to feed SmartSuite directly. The architecture held; only the destination changed.

Project 4: The Assessment Product, Scaled

The final project so far took the same automation principle and applied it to AVO's paid enterprise product. AVO's paid readiness assessment had been the cornerstone of how the firm engaged with new enterprise clients — but every delivery required hours of manual work per response. Custom PDFs, copied data, sent emails, updated records. The product was beautiful, and every delivery was a tax on the team.

Proprium built a multi-company, multi-path automation connecting SurveyMonkey, Google Sheets, Google Docs, the CRM, and email delivery into a single orchestrated flow. Custom URL parameters pass along company, department, and role with each survey response. Google Sheets acts as the central calculation engine. The system creates or updates the company and contact in the CRM, generates a personalised document from a template, converts it to PDF, saves it to a company-specific folder, sends a tailored email, uploads the PDF and associates it with the right contact and company, and creates a timeline event for full auditability.

Most importantly, the system was designed to scale. Adding a new client company doesn't require re-architecture, AVO adds a row to the ruleset, and the existing automation handles everything else.

The paid readiness assessment became a real product instead of a labour-intensive deliverable. Data delivery time was cut by 73%.

The Outcome

Four projects in, AVO and Proprium aren't in a vendor relationship — they're a trusted partner, in Jenifer's own words. Each project built on the last, sharing the same operating system, the same data structures, the same understanding of how AVO actually works. The discovery surfaced the three-part business structure; the connected system reflected it; the automations fed it; the paid assessment scaled it.

That continuity is what makes a long-term partnership materially different from a series of separate engagements. Knowledge compounds. The partner that built the operating system is the partner that knows how to extend it. There's no handoff, no re-explanation, no learning curve every time something new is needed.

Projects Delivered

Discovery & Strategic Roadmap: two-week discovery, six interviews, 24-page report, phased transformation roadmap
One Connected Operating System — contacts, sales, and project delivery end to end, with team training and full data migration
Automated Lead Magnet: survey-to-PDF-to-CRM automation, fully hands-off lead capture
Enterprise Assessment at Scale: multi-company, multi-path automation delivering personalised paid assessments with full audit trail and 73% faster data delivery

Proprium Services Across The Partnership

Consulting: discovery, strategic roadmap, ongoing systems design across four projects
Implementation: connected operating system, lead automation, enterprise assessment workflow
Training: team training, written guides, and handover documentation so AVO owns every system Proprium builds