Two Businesses. One Problem.
A martial arts studio with 400 members in Vienna. A healthcare IT company serving medical facilities across Austria. At first glance: nothing in common.
At second glance: the same story. Too many tools. Too much manual work. No overview. And a growing desire: there must be an easier way.
"The problem is never the individual tool. The problem is the absence of a system that connects all the tools."
ThaiCross Gym Vienna: 400 Members, 5 Tools, 15 Hours
ThaiCross Gym offers Thai boxing, strength training and functional training. 400+ active members, 6–8 trainers, an intense community. And beneath it all: an administrative burden that threatened to suffocate the studio.
Before BudiSync
- Excel for member management and payment status
- Word documents for contracts, sent by email
- Google Calendar for class bookings
- WhatsApp for trainer coordination
- Separate accounting software for invoices
Every new registration meant: five manual entries in five different systems. Every cancellation: updating data in four systems. Every billing cycle: transferring data from Excel into the accounting software.
The Turning Point
The decision to go with BudiSync was not triggered by a single problem. It came because the sum of all the small problems had become too large. The trigger was pragmatic: "We hired a new employee. And then realised that the onboarding into all five systems alone takes two weeks."
After 8 weeks the system went live. Quote from Pouria Sanglaji: "The system pays for itself several times over every month. Not just through saved time, but also through fewer errors, better cash flow and happier members."
Sangness Medical IT: Three Systems, One GDPR Problem
Sangness Medical IT serves medical facilities with healthcare IT solutions. Requirements: high. Data protection: critical. And the starting situation: customer data spread across a CRM, a support ticket system and a project management tool.
The Problem
When a customer called, the support team had to open three tabs to see the complete customer history. Project status for clients? Had to be communicated manually by email. GDPR requests? Time-consuming and error-prone.
What Was Required
This requirement is stricter than what most SaaS providers offer. BudiSync implemented it in full — with an on-premise platform on Austrian servers.
Quote from the Sangness team: "The platform has fundamentally changed the way we work. Not just internally, but also in how we communicate with clients. Transparency, speed and data protection — all solved at once."
What Both Have in Common
ThaiCross Gym and Sangness Medical IT are different businesses in every respect. But when you place their starting situations side by side, they appear almost identical:
- Too many separate tools without a shared data foundation
- Manual data entry as the default, not the exception
- No real-time overview of the business
- Growing administrative burden stealing time from what matters
This is no coincidence. It is a structural problem that affects almost every business at a certain growth stage: too big for Excel, too small for enterprise software.
"The problem was never the individual tool. The problem was the absence of a system that connects all processes."
What You Can Take From This
Start With Your Biggest Pain Point
Neither business tried to solve everything at once. ThaiCross started with the payments module. Sangness started with CRM consolidation. From there, the system grew organically.
Define Measurable Goals
What is your most important goal? Time savings? Fewer errors? GDPR compliance? Customer satisfaction? Those with a clear goal can measure success — and quickly see whether the solution delivers.
No Big-Bang Project
Both migrations took 8–10 weeks. Not 6 months. Not a year. A focused, step-by-step approach is faster than a perfect plan that never gets started.