How Gestisoft used Tato to transform presales and project management

ERP and CRM projects demand precision from the very first interaction. For Microsoft Dynamics partners, presales is often the stage that makes or breaks an engagement. When requirements are scattered across notes, when proposals lag behind scope changes, or when documentation does not align with delivery, client trust erodes.

Gestisoft, a long-standing Microsoft Dynamics partner, faced this reality. Their presales process was strong but relied heavily on the experience of senior consultants. Scaling that knowledge across a growing team proved difficult. To solve this challenge, Gestisoft turned to Tato to help them standardize and modernize presales with AI.

The challenge: Presales dependent on individual expertise

Gestisoft had built a reputation for delivering quality ERP and CRM projects. However, like many partners, their presales process leaned heavily on individual knowledge. Senior consultants carried the insights needed to run discovery workshops, track requirements, and build proposals. While effective in the moment, this created several challenges:

• Knowledge silos: Valuable insights lived in personal notes and memory, not in shared systems.
• Inconsistent processes: Each consultant had their own approach to requirement tracking and documentation.
• Manual documentation: Proposals, statements of work, and onboarding documents required time-consuming manual updates.
• Scalability concerns: Bringing new consultants up to speed took months, and replicating senior expertise was difficult.

Gestisoft wanted to shift from consultant-driven success to a repeatable system that captured knowledge, traced requirements, and gave clients consistent visibility.

The solution: Building a presales engine with Tato

Tato provided the framework to transform Gestisoft’s presales into a structured, AI-powered system. Instead of relying on fragmented tools, the team could now manage presales activities in one place, with automation and intelligence supporting every stage.

Key features Gestisoft used included:

Requirement tracking
Gestisoft centralized all requirements inside Tato, moving away from spreadsheets and email threads. Each requirement was logged, assigned, and linked to delivery plans, reducing the risk of scope creep or missed commitments.

Capturing and organizing knowledge
By capturing project insights in context, Gestisoft created a growing knowledge base that could be reused across future engagements. This meant that lessons learned from one client were no longer lost when consultants rotated off a project.

Real-time visibility into project status and risks
Tato’s dashboards gave Gestisoft and their clients a shared view of requirement progress, blockers, and risks. This visibility kept onboarding aligned with delivery and strengthened client confidence.

Automated documentation
Instead of manually updating proposals and SOWs, Gestisoft relied on Tato’s ability to generate and refresh documents automatically from the requirement database. This ensured accuracy while freeing consultants from repetitive updates.

Requirement traceability
Every requirement captured in presales was linked to testing and sign-off, creating a clear line of accountability. Clients could see that nothing was overlooked, and internal teams had a reliable map from onboarding through delivery.

Intelligent collaboration
Tato connected Gestisoft’s sales, presales, and delivery teams in one platform. AI-driven prompts surfaced similar requirements from past projects, while stakeholders could collaborate directly in the same workspace.

The results: Consistency, scalability, and client trust

By embedding Tato into presales, Gestisoft achieved measurable improvements:

• Stronger consistency: Every client experienced the same high standard of onboarding and requirement management.
• Quicker ramp-up: New consultants could contribute effectively sooner by working within a shared framework.
• Reduced risk: Automated documentation and requirement traceability minimized scope gaps.
• Improved collaboration: Internal teams and clients worked from the same real-time information, reducing handover issues.
• Enhanced client trust: Transparent dashboards and accurate documentation gave clients confidence from the very beginning.

What had once been dependent on senior consultants’ experience became a scalable, repeatable presales system.

Why this matters for partners

Gestisoft’s transformation highlights a challenge nearly every ERP partner faces. Presales is too often a manual, consultant-driven process. While expertise is invaluable, it cannot scale on its own and the team’s efficiency is likely to suffer in the long run. According to the Harvard Business Review, companies with good presales consistently achieve win rates of 40–50% in new business and 80–90% in renewal business.

When knowledge remains siloed, documentation lags, requirement changes are not fully tracked, and projects face higher risks of delays, scope disputes, and client dissatisfaction. As these challenges grow, internal teams also grow dissatisfied and may feel underutilized. According to Consensus’ Sales Engineering Report, most presales engineers believe the breakdown of their workload does not match the level of value and importance of the functions they are responsible for:

By adopting Tato, Gestisoft demonstrated how partners can move from experiential knowledge to a structured presales engine. The benefits extend beyond efficiency as they directly strengthen delivery outcomes and client relationships.

Lessons for other ERP partners

Gestisoft’s journey offers a blueprint for other partners looking to elevate their presales and onboarding. Key takeaways include:

1. Centralize requirement tracking: Replace scattered notes with a single source of truth.
2. Capture knowledge systematically: Build a knowledge base that grows with every project.
3. Invest in transparency: Share real-time progress with clients to build trust early.
4. Automate where possible: Reduce manual updates by generating documentation automatically.
5. Trace every requirement: Create accountability from presales through delivery.
6. Promote intelligent collaboration: Engage all stakeholders in one connected platform.

Gestisoft’s use of Tato shows how AI can turn presales into a repeatable, scalable advantage. For ERP partners, it is a reminder that onboarding materials and requirement management are not just administrative tasks, they are the foundation of client trust and project success.