Agency and Consultancy Case Study
How A Consultancy Saved €12,000/Year with WordPress Marketing Automation
Unified
system for contact and consent records
En Busca del Fuego replaced ActiveCampaign, Zapier, and multiple supporting services with FluentCRM and a connected WordPress setup. This helped them lower costs, reduce automation maintenance time, and gave them greater control over customer data.
About En Busca del Fuego
En Busca del Fuego is a boutique business consultancy and online school founded by Jorge de los Reyes in Spain. Their expertise spans 40 years of combined experience.
En Busca del Fuego works with entrepreneurs, creators, and organizations needing to combine legal structure, business strategy, training, and technology. Alongside consulting, their e-learning platform serves beginners, mid-stage founders, and established business owners, acting both as a knowledge hub and the backbone of their private client community.
The relationship-led model depends on reliable customer information. Leads may start with educational content, join a course, book a consultation, become a client, or need ongoing support. The team needed those interactions to connect without maintaining a fragile chain of external tools.
Company
En Busca del Fuego
Industry
Business Consulting & Online Education
No of Clients
651
Previous Solution
ActiveCampaign (with Zapier and custom WordPress integrations)
At a Glance
En Busca del Fuego’s Top Challenges
How the Fluent Ecosystem Helped
When Growth Demanded More Than a CRM
En Busca del Fuego used ActiveCampaign for approximately four years, running it alongside Zapier and custom WordPress code to keep their consulting and education business connected. But as the business added prospects, students, and clients, the cost of storing and nurturing those contacts became harder to justify.
For a business built around long-term education and relationship marketing, paying more simply for growing an audience conflicted with both financial sustainability and business philosophy.
“Reaching 50,000 contacts, including non-paying leads in nurturing or trial stages, could cost between €14,000 and €18,000 per year. This structure penalized growth at the early and experimental stages of digital businesses.”
Founder, En Busca del Fuego
1
Costs Grew With Contacts
ActiveCampaign’s pricing increased with contact volume. Leads in trial, education, or pre-sale stages still contributed to the bill, even when they had not become paying customers. For a business built around long-term nurturing, keeping the list artificially small worked against growth.
2
Too Many Custom Integrations
ActiveCampaign operated outside the company’s WordPress setup. Zapier and custom code moved information between forms, campaigns, and client workflows. Every additional connection created another place to check when information arrived late, or an automation did not behave as expected
3
Records Lived in Different Tools
Consent history and customer activity were spread across multiple services. The legal team had to piece together records when reviewing what a contact submitted or how the business communicated with them. That added more expense, admin work, and operational complexity.
4
Misaligned Philosophy
ActiveCampaign changed its affiliate-program terms after En Busca del Fuego had referred customers to the platform. The company accepted that the provider could change its program, but the limited notice created a trust gap and influenced how it evaluated long-term technology partners.
5
Custom Work Needed More Services
The team wanted specialized dashboards, deeper segmentation, and reports based on activity across its website. Building those workflows around an external CRM required additional services and workarounds. The business wanted more direct access to its information and greater freedom to adapt the system.
Scope the complete setup before presenting a proposal. CRM, forms, support, bookings, email delivery, hosting, security, and maintenance may involve separate products or services.
The System That Brought Everything Together
What started as a search for a better CRM became a complete business transformation. FluentCRM became the CRM and marketing automation core, while other Fluent products handled forms, bookings, projects, support, community, access, and custom workflows. The new setup combines the Fluent Ecosystem with Amazon SES and managed WordPress infrastructure:
FluentCRM Pro
The core CRM powering contact management, email and automation workflow.
Fluent Forms
Captures and segments leads into FluentCRM the moment users submit a form.
FluentBoards
Keeps every client project and task organized in one board.
FluentBooking
Lets clients book consulting sessions without a single email exchange.
Fluent Support
Centralizes every support ticket and client conversation in one place.
FluentCommunity
Hosts their courses, membership hub, and private client community.
FluentAuth
Secures logins and manages who can access what, and why.
FluentSnippets
Powers custom dashboards and automations built just for their business.
FluentCart (In Progress)
Will unify checkout, invoicing, and subscriptions in one flow.
Amazon SES
Handles all outbound email delivery at a low, predictable cost.
Server Infrastructure
Runs on a WordPress and Nginx server with Ubuntu 22 LTS, MariaDB 10.11, and Redis Object Cache.
Scope the complete setup before presenting a proposal. CRM, forms, support, bookings, email delivery, hosting, security, and maintenance may involve separate products or services.
What Sets the Fluent Ecosystem Apart?
En Busca del Fuego wanted control over their expense, data, and customizability. That’s exactly where the Fluent Ecosystem stood out!
No Growth Penalty
The team could grow their audience without worrying about pricing thresholds or contact limits. Growth no longer carried a financial penalty.
One Connected System
Forms, automations, community, support, and scheduling all read from the same client record, no third-party connector required
Complete Data Ownership
Every customer record, consent log, interaction, and automation remains inside their own infrastructure.
Audit-Ready Compliance
Every consent record and audit log lives inside their own WordPress database, ready for internal GDPR and Spanish LOPDGDD review
Fast, Transparent Support:
Direct access to the development team and a visible product roadmap
More Freedom to Build
Direct access to WordPress data allowed the team to develop custom reports, dashboards, snippets, and internal extensions
Consistent Tooling
Every Fluent product shares the same logic and interface, which cuts the time it takes to train a new team member on the stack
“The decision to migrate to FluentCRM was driven by three key factors: control, compliance, and coherence. As a consulting firm operating under EU legal standards, we needed a system that gave us data ownership, full transparency over user interactions, and native integration with our WordPress infrastructure. FluentCRM offered all of that and more.”
Founder, En Busca del Fuego
Compare FluentCRM Savings
FluentCRM saves you hundreds, if not thousands. See how much you save with FluentCRM!
Potential savings: $639/yr
Tool
Add-ons required
Est. annual cost
None
Yes
Yes
Yes
Yes
Yes
Yes
Yes
The Results: A Business Built for Growth
€12,000+
Saved Every Year (At Least)
The most immediate impact was financial. By replacing ActiveCampaign, Zapier, compliance tools, and several supporting services, En Busca del Fuego reduced its annual software costs by more than €12,000/year.
“FluentCRM saves over €12,000 per year compared to the combined cost of ActiveCampaign, Zapier, and auxiliary compliance tools. That includes conditional display tools (which FluentCRM incorporates natively for both emails and site!).”
Founder, En Busca del Fuego
Old Setup Cost
New Setup Cost
60%
Less Campaign Setup and Maintenance Time
En Busca del Fuego’s ActiveCampaign setup relied on Zapier to bridge every automation to their WordPress site, adding delay and extra points of failure. Once they migrated to the Fluent Ecosystem, automation became faster and fully native to WordPress, cutting the campaign setup and maintenance time by 60%.
“Our campaign setup and maintenance time reduced by 60%, as automations now run natively within WordPress without third-party connectors.”
Founder, En Busca del Fuego
Compliance
Became Simpler and Stronger
For En Busca del Fuego, GDPR compliance wasn’t simply a requirement; it was part of the business. Keeping contact, campaign, form, and automation information closer to its WordPress workflows reduced the time required to piece together relevant records across several services, creating a transparent and A more centralized record that made internal reviews easier.
“We now have peace of mind knowing all client data, consents, and communications are securely managed in-house. And the ability to build and customize freely, integrating analytics, dashboards, and automations at minimal cost.”
Founder, En Busca del Fuego
Operational Control
More Visibility into Email Configuration, Authentication & Logs
En Busca del Fuego says email delivery remained historically steady before and after the move. The difference was operational visibility: the team could manage its configuration, authentication, and reporting through FluentCRM and Amazon SES instead of treating delivery as an opaque external process.
“Our deliverability is steady, but our control is absolute: everything is traceable, auditable, and transparent.”
Founder, En Busca del Fuego
Impact
Improved Workflow and Support
A lead can enter through Fluent Forms, move into FluentCRM for segmentation and automation, book a consulting session through FluentBooking, and later receive support through FluentSupport. FluentBoards adds project context, while FluentCommunity supports courses and private member activity. The products remain separate, but the setup gives the team context without repeatedly moving information through external connectors. This has also improved the service clients received.
“Our daily operations are now smoother, faster, and more cohesive. Every step, from lead capture to client support or course access, happens within the same ecosystem. Clients tell us this is the best support they’ve ever received, and it’s true, because the Fluent ecosystem lets us deliver it instantly.”
Founder, En Busca del Fuego
“FluentCRM didn’t just save us money. It gave us ownership. We control our data, our systems, and our future.” — Jorge de los Reyes
More Than a Software Switch: A Mindset Shift
En Busca del Fuego believes switching to Fluent isn’t a software move; it’s a mindset shift. They trust the WPManageNinja team, and they have become an active contributor. As specialists in international business law, GDPR compliance, and digital business operations, their practical experience has provided valuable insights into privacy-first workflows, multilingual businesses, and compliance requirements that benefit the broader WordPress ecosystem.
The WPManageNinja team operates with the same philosophy we do: customer happiness, real feedback, zero ego. They listen. They act. They care. Their community is open and real. No filters. No corporate walls. Just people building and solving together. You don’t just use their tools, you learn from their mindset. This collaboration has strengthened both sides, helping Fluent evolve while allowing us to stay at the forefront of compliant, privacy-led digital transformation.”
Founder, En Busca del Fuego
Looking Forward
For En Busca del Fuego, the migration to the Fluent Ecosystem wasn’t the finish line, it was the foundation for what’s next. The next milestone is finishing their FluentCart integration, bringing leads, payments, invoices, renewals, and support into a single system. If FluentCart adds support for European e-invoicing standards like Peppol and VERI*FACTU, En Busca del Fuego expects to automate the entire path from checkout to tax compliance, with no third-party layer in between.
They’re also building internal analytics dashboards connected directly to FluentCRM, so decisions can be made from real-time numbers instead of waiting on an external SaaS dashboard or API. The long-term goal is straightforward: keep growing globally, in two languages, without loosening their grip on clarity or compliance.
“What I value most about En Busca del Fuego’s story is that the result goes beyond saving money. They built a system they understand, control, and can keep improving. That is what we want the Fluent Ecosystem to make possible: FluentCRM at the center of the customer relationship, with each product solving a clear part of the business.”
Md Shahjahan
Founder & Managing Director, WP Manage Ninja
Disclaimer: This case study is based on a direct written intake completed by Jorge de los Reyes of En Busca del Fuego. Results reflect this customer’s setup, migration scope, infrastructure, and operating model. Cost and time outcomes will vary. Customer responses have been lightly edited for clarity and translated where necessary.
En Busca del Fuego’s switch to Fluent ecosystem wasn’t just a software move. It was a mindset shift that gave them control, efficiency, and ownership. If you want to break free from overpriced SaaS tools, start owning your business with FluentCRM!
