How Pearster became ACE Australia's satellite team and cut their admin workload in half
A single embedded specialist owned the whole engagement, replaced a planned full-time hire, and gave a lean team the operational leverage of a much larger one.
The partnership
ACE Australia helps people build a life in Australia, guiding individuals through the move to live, work, and study there. In 2020, the founders set out to take their operations to the next level and quickly realized their existing setup wouldn't get them there. They put a new CRM and a stronger ERP in place, built on a product suite chosen specifically for its integrations. The integrations turned out to be the hard part.
The challenge
ACE needed its CRM and ERP to work as one system, accessible across devices, so the team could stop managing data by hand and start trusting a single source of truth. The out-of-the-box integrations they were counting on didn't come together the way they'd hoped. This was a small, lean team that couldn't afford to lose time to systems that didn't talk to each other.
Why they chose Pearster
ACE scoped three providers who all claimed they could deliver, and interviewed each one. They asked every vendor to walk them through a comparable solution they'd built before. Pearster won the work on demonstrated experience, not promises.
What Pearster did
One Pearster specialist owned the engagement end to end, managing both the project and the implementation, which kept everything moving without handoffs or friction. The work landed as a seamless integration that let ACE's team operate with a fraction of the time and manual data handling they'd dealt with before.
Just as important was how it was run. Pearster set up a shared board for visibility, kept an open line for quick calls and questions, laid out a clear timeline, and was explicit about when they needed input so nothing stalled. Despite a significant time-zone gap between the two teams, responses came promptly, often outside standard hours. What ACE worried would be a coordination headache instead felt like an extension of their own team within a couple of weeks.
What changed
Administrative time was cut by more than half, surpassing the goal ACE set at the outset.
A single, synced source of truth across systems replaced manual, error-prone data management.
ACE had planned an extra full-time hire to handle the load. After the integration, a part-time role covered it.
A lean team got the leverage of a much larger one, without the overhead of building it.
It felt like they were part of our company. They really took some burden off of my shoulders.
Why it matters
Not every win needs a large team behind it. For ACE, a single embedded Pearster specialist delivered what two other vendors couldn't, replaced a planned full-time hire, and gave a small business the operational leverage of a much bigger one.
That's the model at its most concentrated: the right person, fully owning the outcome, operating like part of the team.