FINANCE CRM | Unified Investor Research and CRM Sync
One search across every premium data source, with validated records synced to Dynamics 365 in one click
BACKGROUND
A fundraising firm's most valuable asset is accurate investor data: current allocations, job changes, and mandate updates across the market. To hold that inventory, the firm subscribed to several premium databases, including Preqin, Dakota, FinTrx, ZoomInfo, and PitchBook, at roughly $20K per seat.
THE OPPORTUNITY
The subscriptions disagreed with each other. The same allocator appeared in four systems with three titles and two email addresses, and an analyst preparing outreach had to open each platform, compare records by eye, decide which version to believe, and key the winner into Dynamics 365 by hand. Multiplied across the desk, the team was spending its days arbitrating between databases while investor conversations got squeezed out. The firm was paying premium prices for data and then paying analyst salaries to reconcile it.
OUR APPROACH
Ajaia delivered the platform in a three-month engagement, structured in five stages.
We mapped how a record travels from first lookup to logged outreach, timing each step and cataloguing where analysts lost hours. The baseline made the reconciliation cost explicit in hours per record and set the accuracy and CRM reliability targets the build had to hit.
Every internal and external source was documented, along with the specific fields where they routinely conflicted: titles, firm affiliation, contact details, and mandate status. Knowing exactly where and how sources diverged determined which conflicts the system could resolve on its own and which deserved an analyst's judgment.
Ajaia designed schema alignment, deduplication, and conflict-resolution rules that reconcile records across sources automatically, with source precedence weighted by how each provider performs on each field rather than a single global ranking. Every candidate record carries a confidence score and retains its source lineage, so an analyst sees the answer, where it came from, and how much to trust it.
Entity resolution fails in two directions, and they are not equally forgiving. A false split leaves two records for one allocator, which is inefficient. A false merge combines two different people into one record, which puts wrong information in front of an analyst on a live call. We tested for both separately.
Analyst-adjudicated benchmark. We built a reference set of records the firm's analysts resolved manually, including the hard cases: common names, professionals who had changed firms, and allocators appearing under both legal and trading entity names. System output was scored against that set for match precision and recall.
Adversarial case testing. We deliberately tested near-miss pairs designed to trip the matcher, since two analysts at the same firm with similar names are exactly where automated resolution breaks.
Confidence calibration. Thresholds were tuned so records below the line surface for analyst review instead of syncing automatically. The score had to mean something operationally, not just appear next to the record.
Sync integrity testing. CRM writes were tested for idempotency, partial-failure recovery, and duplicate prevention against live Dynamics 365 conditions, so a retried or interrupted sync cannot corrupt the record it was meant to update.
The workspace launched with a pilot group of analysts running live coverage against it, with the manual process still available as a check. Resolution rules and confidence thresholds were tuned against real reconciliation cases spanning the full range, from sources in full agreement to sources in total conflict, before the desk moved over completely.
THE SOLUTION
A single, governed workspace that turns every financial data source into one search and one trusted record.
RESULTS
Reconciliation dropped out of the daily routine. Research that once meant five open platforms and a judgment call now resolves in one search, and the recovered hours went into coverage rather than back into the queue. Analysts profiled more allocators and sent more outreach while fundraising windows were still open, which is what produced the 25% increase in qualified opportunities.
The data the firm was already paying for finally behaves like an asset. Premium subscriptions that previously created work by disagreeing with each other now feed a single reconciled record, so the spend produces answers instead of arbitration.
Dynamics 365 became the system where work begins rather than the place work gets filed. Every record in it arrived validated, scored, and current, which means an analyst opening the CRM is starting from the answer instead of starting another search.
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