5 tools in one: why juggling between your applications is costing you

How many tabs do you have open right now? If you’re like most B2B professionals, the answer ranges between 15 and 30. And among those tabs, how many are data collection tools? One for contact forms. Another for newsletters. A third for user feedback. Not to mention the CRM and analytics tool.

This multiplication of applications isn’t a sign of productivity. It’s a symptom of fragmentation that’s costing you time, money, and opportunities.

The true cost of tool multiplication

A bill that accumulates silently

A study by Productiv reveals that a mid-sized company uses an average of 254 SaaS applications. For marketing and sales teams, this translates concretely into 5 to 8 distinct tools just for data collection:

Typeform or Google Forms for forms
Mailchimp or Sendinblue for newsletters
Hotjar or UserVoice for feedback
HubSpot or Pipedrive for CRM
Google Analytics for tracking

Each tool represents:

A monthly subscription (50 to 200 euros on average)
Credentials to remember
An interface to master
Data to export and synchronize

The total cost? Between 300 and 1,000 euros per month for an SMB. And that’s just the visible part.

McKinsey estimates that employees spend 20% of their working time searching for internal information or navigating between applications. For a team of 5 people, this represents the equivalent of one full-time position dedicated solely to juggling between tools.

Concretely, here’s what happens every day:

15 minutes to check new contacts from the form
10 minutes to check newsletter subscriptions
20 minutes to analyze user feedback
15 minutes to synchronize data with the CRM
10 minutes to compile a report

Total: 1 hour 10 minutes per day, or 5 hours 50 minutes per week, or 25 hours per month. Spent clicking, not creating value.

Data that doesn’t communicate

The most serious problem isn’t the time lost. It’s the impossibility of cross-referencing information.

A visitor fills out your contact form. Two weeks later, they sign up for your newsletter. A month later, they leave feedback about your product. With separate tools, you have three distinct entries for the same person. Impossible to see the complete journey. Impossible to personalize your approach.

This fragmentation deprives you of valuable insights about your prospects and customers.

The 5 functionalities you can consolidate

1. Contact forms

This is the main entry point for your leads. A contact form must be:

Simple to create and customize
Embeddable on any page
Connected to your other data

With a unified platform, each submission directly feeds your central contact database.

2. Email collection for newsletters

Your newsletter signup forms are often managed by a separate tool. Result: you have two contact databases that don’t communicate.

By consolidating this function, you immediately identify if a new subscriber is already in your database. You avoid duplicates and enrich existing profiles.

3. User feedback

User feedback is a gold mine. But when it arrives in an isolated tool, it remains unexploited. 73% of companies collect feedback without ever systematically analyzing it.

Integrated into a central platform, each feedback is associated with an identified contact. You know who’s saying what, and you can act accordingly.

4. Surveys and polls

Need to measure satisfaction? Validate a product idea? Surveys are often created hastily on a third-party tool, then forgotten.

An all-in-one solution allows you to launch targeted surveys on specific segments of your database and analyze results in context.

5. Tracking and analysis

Each tool has its own dashboard. To get an overview, you need to export, compile, and cross-reference manually. A tedious job that few people do regularly.

A unified platform offers a single dashboard where all your metrics coexist.

How an all-in-one solution transforms your daily life

Before: a fragmented typical day

9:00 AM - Opening Typeform. 3 new contacts. CSV export.

9:15 AM - Logging into Mailchimp. 12 new newsletter subscribers. Manual duplicate checking.

9:30 AM - Checking Hotjar. 2 feedbacks to process. Copy-paste into a Google Doc.

10:00 AM - Import into HubSpot. Search for duplicates. Manual update of records.

10:30 AM - Creating a weekly report. Opening 4 tabs. Exporting 4 files. Compiling in Excel.

11:30 AM - Finally ready to work on value-added tasks.

After: a unified typical day

9:00 AM - Opening Skedox. Unified dashboard. Instant view: 3 contacts, 12 subscribers, 2 feedbacks.

9:10 AM - Duplicates are automatically detected and merged. Contact records are enriched.

9:15 AM - Click on “Weekly report”. Automatic generation.

9:20 AM - Working on value-added tasks.

The gain? More than 2 hours per day. More than 10 hours per week. More than 40 hours per month.

Criteria for choosing an all-in-one platform

Not all “all-in-one” solutions are equal. Here’s what you should verify before committing.

Functional coverage

The platform must truly cover your 5 main needs:

Creation of custom forms
Newsletter subscription management
User feedback collection
Surveys and polls
Analytics and reporting

If any of these functions is missing or limited, you’ll fall back into the trap of tool multiplication.

Ease of use

A complex all-in-one tool isn’t a solution. It becomes an additional problem. Test the interface before committing:

Can you create a form in less than 5 minutes?
Is website integration simple?
Is the dashboard immediately readable?

Available integrations

Even a complete platform must be able to connect to your existing tools. Check compatibility with:

Your current CRM
Your emailing tool (if you want to keep it)
Zapier or Make for advanced automations
Your website (WordPress, Webflow, etc.)

Value for money

Compare the total cost. Add up your current subscriptions and compare with the unified solution’s pricing. In most cases, you’ll save between 30% and 60%.

Skedox offers a free tier to get started, then pricing adapted to your company size. You can test all features before committing.

Migration: how to go from 5 tools to 1 without chaos

Phase 1: Audit of existing setup (1 day)

List all your current tools. For each one, note:

The number of contacts or data stored
The features actually used
The monthly cost
The team members involved

Phase 2: Data export (1-2 days)

Export your data from each tool. Most offer CSV export. Keep these files carefully, they will constitute your starting base.

Points of attention:

Verify that emails are properly formatted
Note the source of each contact (form, newsletter, etc.)
Keep subscription dates

Phase 3: New platform configuration (1-2 days)

Create your forms, configure your custom fields, set up your notifications. This step requires care, as it determines the quality of your future use.

Phase 4: Import and cleanup (1 day)

Import your data. Take the opportunity to clean up:

Remove duplicates
Correct input errors
Standardize formats

Phase 5: Progressive deployment (1-2 weeks)

Don’t cut off your old tools immediately. Deploy the new solution in parallel:

Week 1: replace the main contact form
Week 2: migrate newsletter subscriptions
Week 3: switch user feedback

This approach limits risks and allows you to fix problems as you go.

Testimonial: a SaaS startup divides its tools by 4

A 20-person startup in the fintech sector was using:

Typeform (89 euros/month)
Mailchimp (75 euros/month)
Canny (400 euros/month)
Google Forms (free but time-consuming)
Airtable to centralize manually (24 euros/month)

Total cost: 588 euros/month + 15 hours of manual work per week.

After migration to an all-in-one platform:

Cost reduced to 149 euros/month
Management time went from 15h to 3h per week
Lead response rate improved by 40%
Team satisfaction increased

ROI was achieved in less than 2 months.

Common objections (and their answers)

“Our current tools work fine”

Do they really work fine, or have you simply gotten used to their limitations? Honestly calculate the time spent navigating between them. The result will surprise you.

”Migration will be too complex”

A well-prepared migration takes 2 to 3 weeks. Time lost juggling between your current tools? 40 hours per month. Do the math.

”We’ll lose features”

Modern all-in-one platforms cover 95% of standard needs. The remaining 5% are often features you never really use.

”The team won’t want to change”

The team also doesn’t want to spend hours juggling between tools. Present the project from the angle of time savings, not change.

Take action: your consolidation checklist

Here are the concrete steps to stop juggling between your applications:

List all your current data collection tools
Calculate the total cost (subscriptions + time spent)
Identify the features actually used
Test an all-in-one platform like Skedox
Plan a progressive migration over 3 weeks
Train the team on the new solution
Cancel old subscriptions

Conclusion: 5 tools in one, the choice of efficiency

Juggling between 5 applications to collect data is no longer acceptable in 2025. Lost time, wasted money, and missed opportunities accumulate every day.

The solution exists: an all-in-one platform that consolidates forms, newsletter, feedback, surveys, and analytics in a single interface. The gain is immediate and measurable.

You don’t need 5 separate tools. You need one tool that does its job well.

Ready to simplify your stack? Discover Skedox for free and consolidate all your data collection tools into a single platform. Signup takes 2 minutes. The results are measured in hours saved every week.

5 tools in one: stop juggling between your applications