A conservation NGO we talked to is currently managing their €3,000+ custom expedition bookings in an elaborate spreadsheet system that’s a “thorn in the soul” for the team doing it. They also have a specialized booking system that cost them a small fortune three years ago, but that system sits there, expensive and largely unused, because it fundamentally doesn’t match their operations.
A consultant recommended it and the board bought it, but no one internally championed it. The vendor now charges thousands just to discuss changes that could help them bring in more revenue. Everyone knows it failed, but getting money to rebuild won’t happen anytime soon.
That wasn’t an accident.
The trap
Here’s what probably happened to you too: A consultant pitched a solution. Maybe you had questions, but they moved fast: polished demos, expensive dinners, a lot of momentum and enthusiasm. They made you feel like you were falling behind if you hesitated. For them, the solution was decided before they really understood your operations. Everyone nodded in the meeting. The contract got signed.
Six months later, your team is maintaining parallel spreadsheets because the “integrated system” doesn’t match reality. Adding features costs extra, and the consultant has moved on to the next client or won’t return your calls.
You can’t walk away now without admitting the project flopped. So the spreadsheets stay, quiet and shameful, slowly killing morale while the expensive system gets performed for stakeholders who supported it.
How it works
This is a common playbook.
The consultant recommends pre-packaged partnerships. Discovery is minimal because the solution was agreed before they met you; It’s easier to recycle the same tools across clients without having to understand how you work.
They move fast until the contract is signed, then communication slows. The money’s in the bank. What’s the rush?
They create just enough value to make abandonment painful. You’ve invested money, time, and internal buy-in. Walking away means admitting, “we wasted the money.”
They leave before consequences become obvious. The contract conveniently omits ongoing support, and the consultant might also charge premium rates to re-engage; that is, if they’re not too busy to take your call. You’re left defending their failure with spreadsheets.
The pitch relies on inexperienced software buyers who won’t push back, and management swayed by “best practices” from companies nothing like yours, overlooking the fact that real work is messier. Even governments get caught in these expensive traps.
What we did
We gave the NGO a free audit and told them what they already knew but couldn’t sayout loud: the system is unsalvageable.
We also offered to be strategic advisors for free, helping them prepare the technical questions their vendor would need to answer, or confirm it was time to cut losses and move on.
Even as detached outsiders confirming what they knew was powerful. The team deserved more than the mismatched tools they got, and we’re ready to step in when they’re set to rebuild.
Red flags to watch out for before you sign
When a consultant or vendor pitches you, these warning signs should give you pause:
Process shortcuts
- Demos with clean data and no pilot with your messy reality
- A solution chosen before they understood how you operate
- Pressure to decide quickly; urgency applied to offers
- End users not in the decision room (without them, adoption will tank)
Vague promises
- “This is what everyone uses” rather than “here’s why this fits your specific operations”
- An “all-in-one platform” that does everything (it will do nothing well).
- Reluctance to discuss limitations or alternatives
Hidden costs
- Licensing fees without clear implementation costs (they can multiply several times)
- Vague data ownership language (you could end up hostage)
- No references from similar organizations
Mismatches with reality
- A solution that works great in the city but fails in the field without coverage
- Requirements assuming literacy levels your users don’t have
Questions vendors should answer easily
How will this work with our actual workflow? Show us with our data, don’t tell us with yours.
What happens when you leave? Who owns the knowledge?
What are the integration costs you’re not mentioning? How long will the transition really take?
Can we pilot this with real data and real users for two weeks minimum?
If they make you feel stupid for asking basic questions, walk away. Don’t feel bad about a few hundred dollars spent on dinner. That’s nothing compared to what you’ll lose if the contract isn’t in your favor.
If you only take away one thing, make it this: Get the people who will use the system in the decision room. Without them, you risk expensive mistakes you’ll live with for years.
What good solutions look like
Good tech always starts with your context.
In a previous role, we automated a billing system early on, against conventional wisdom (“wait for product-market fit, it’ll consume engineering time, we don’t need it”). This eliminated manual errors, curbed invoice editing chaos, and later let a new finance director slash month-end closes from three weeks to days. It gave the team time back. No one missed the old way.
It wasn’t magic; we aligned code with business reality. Good custom software feels like finally using the right tool rather than fighting disparate systems.
That NGO’s system failed because the consultant prioritized sales over understanding operations.
How we’re different
We’re a four-person coop. We’ve scaled systems under tight constraints before, and now we apply that to mission-driven work. We build for teams where craft and the right solution matter more than speed.
Free strategic advisory to start - We offer an initial 2-hour call to discuss your challenges and see if we could work together. No sales push. If it’s not right, either side can say so. Sometimes the answer is “not yet, but here’s what needs to change”—better to know before money’s spent. After that, we move to paid engagements.
Real discovery before building - Multiple calls with you and a representative sample of future users. We spend time understanding your realities, even the unglamorous bits you don’t think are worth mentioning or would rather hide.
We say no to bad ideas - Software amplifies your processes; it can’t fix broken ones. We’ll guide you there, step by step, building tools that endure and evolve with your mission.
If your team maintains spreadsheets alongside an expensive system, book a free 2-hour strategic call.
Worst case: you get clarity on your situation. Best case: we help you avoid wasting another year. At minimum, you’ll stop wondering if you’re the problem and be able to articulate a solid plan to your board.
If you’re dealing with post-consultant mess, we’ll help figure out what’s salvageable and what’s not.