Your CRM is Live. Now What?
Most CRM systems perform well at launch. Then the fixes pile up. Pipeline data goes stale. Forecasts drift. AI tools sit unconfigured. Users build workarounds that quietly become permanent. The system built to drive revenue becomes the thing everyone works around.
Where it hurts depends on where you sit.
Sales leadership sees pipeline data they can't trust. Forecasts drift. Reps keep their own spreadsheets. AI licenses show up on the bill but nobody's seeing the return.
IT is buried in support tickets with no bandwidth for enhancements. Copilot is licensed but the knowledge sources aren't configured. Sales Agent is available but nobody on the team has the D365 Sales expertise to deploy it.
Marketing can't prove what's working. Lead attribution breaks when the underlying data is incomplete. Campaigns are driving results, but the system can't show it.
The original implementation wasn't the problem. CRM is a living system. Without continuous care, it declines.
A Dedicated CRM Team, Without the Overhead
You don't need to hire a full-time CRM admin, a developer, and a business strategist to keep your system running at its best. The Optrua Care Plan gives you a complete team of Microsoft-certified experts who maintain, enhance, and evolve your Dynamics 365 every month.
Your D365 license is the tool. The Care Plan is the team that makes it work.
How It Works
Each Care Plan is a monthly subscription. You get a blended team (solution architect, developer, business analyst, QA as needed) who knows your system. We meet weekly to review progress, reprioritize, and keep your roadmap moving. Work is continuous. Priorities shift as your business does.
What You Get
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Proactive CRM maintenance. We catch issues before they disrupt your team.
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Monthly enhancements. New features, better workflows, smarter automation.
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AI configuration and management. Copilot setup and tuning, Sales Agent deployment, Copilot Studio extensions. Managed as part of your plan, not a separate engagement.
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Strategic roadmap planning. You set the direction. We organize, advise, and execute.
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Quarterly business reviews. Outcomes-focused reviews tracking the metrics that matter to your business. We measure, recommend, and equip you with the data to drive change.
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Dedicated experts. A real team who knows your system. Not a support queue. Not a chatbot.
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Weekly progress syncs. Priorities stay aligned. Action items keep moving. No surprises.
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Custom dashboards and reporting. Clear, actionable data instead of stale reports. Power BI on Pro and Pro Plus.
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User adoption support. Targeted training and smart changes that make CRM a daily habit, not a chore.
A full-time CRM admin and developer costs $160K+ before benefits. The Care Plan gives you an architect,
developer, analyst, and AI expertise for a fraction of that.
Three Plans, Real Differentiation
Each tier is defined by what's covered, not how many hours you get. Pick the plan that matches your environment.
Not sure which plan fits? Start with a RISC Defense assessment. Completed RISC Defense and going directly to Pro Plus? Your 50% co-investment credit applies to your first month.
Team ($3,950/mo):
Your system stays healthy. Maintenance, standard configuration, Copilot for Sales, cloud flows, proactive support. Weekly syncs. Quarterly reviews tracking 3-4 system health metrics.
Pro ($6,950/mo):
Your system gets better every month. Everything in Team, plus development work, custom integrations, Sales Agent deployment, and strategic roadmap planning. Quarterly reviews tracking 6-8 operational metrics. Power BI reporting.
Pro Plus ($9,950/mo):
We operate as your CRM and AI team. Everything in Pro, plus multi-department environments, Copilot Studio extensions, Power Platform apps, and advanced reporting. Quarterly reviews tracking 10-12 strategic metrics.
Terms That Reflect Our Confidence
Each tier is defined by what's covered, not how many hours you get. Pick the plan that matches your environment.
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90-day structured onboarding included. System assessment, metric baselining, backlog triage, and roadmap planning. Valued at $5,000. Included if you stay past 90 days. Invoiced separately if you exit early.
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Month-to-month after 90 days. Cancel anytime with 30 days notice.
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Unused hours roll over up to 2 months' worth. Quarterly reviews catch chronic underuse and right-size the plan.
We earn the right to keep working with you every month by delivering real value.
Not sure which plan fits? Start with a RISC Defense assessment and we'll recommend the right tier based on your system's complexity and needs. Going directly from RISC Defense to Pro Plus? Your 50% co-investment credit applies to your first month.
Looking for implementation or a system overhaul? See our CRM Solutions for project-based work.
Real Results: 80% Boost in Lead Capture
Before working with Optrua, Advantage Design Group was struggling with a poorly implemented CRM.
Database alerts, rising storage costs, misaligned sales processes, and zero visibility for leadership.
Their internal IT team lacked Dynamics 365 experience, and sales opportunities were falling through the cracks.
With the Optrua Care Plan, they transformed that chaos into clarity. We cleaned up their system, automated their sales process, empowered their internal admin, and helped leadership regain control.
The result?
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The result: an 80% increase in lead capture, better sales performance, and real operational savings.
"We’ve had an 80% increase in lead capture. Not only are we saving money, we’re making more."
~Catherine Swingle, COO Advantage Design Group
Boost Sales by 80% with Dynamics CRM & Optrua’s Automation! - YouTube
Learn how we helped streamline automation and reporting using Microsoft Copilot for Sales.
See how other organizations have transformed their CRM systems in our Case Studies.
Your IT Team is Already Stretched. AI Just Made It Harder.
Your IT team is managing security, infrastructure, networking, and desktop support with a small team. Now AI is on the plate. Copilot, Sales Agent, Copilot Studio. Each one requires D365 Sales domain expertise your IT team was never hired to have. Meanwhile, Marketing and Sales need someone who understands their world, not the technology underneath it.
The Care Plan fills that gap. We bring the CRM and AI expertise so your internal team can focus on what they were hired to do.
What Changes Look Like
Here's what clients experience when they move from reactive management to a managed service model:
Focus Area | Before | After |
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Executive Visibility | Leadership makes decisions from pipeline data nobody trusts. Forecast reviews are debates, not decisions. | Dashboards reflect reality. Forecasts are based on clean, complete opportunity data. Leadership acts instead of argues. |
Lead Management | Leads get lost in broken flows or unclear handoffs between Marketing and Sales. | Leads are captured, routed, and followed up automatically. Marketing can trace a lead from campaign to close. |
Data Quality | Duplicate records, incomplete fields, stale contacts. Every report starts with "well, the data isn't great." | Clean, governed data that the team trusts. AI tools produce accurate results because the foundation is sound. |
Sales Adoption & Execution | Reps avoid the system or build workarounds. Steps get skipped. The process exists on paper but not in practice. | Reps use the system because it helps them sell. Workflows match how they actually work, not how someone imagined they would. |
AI Adoption | AI tools are licensed but unconfigured. Nobody knows how to use Copilot or Sales Agent. | Copilot and Sales Agent are configured, tuned, and part of the daily workflow. AI works because the system underneath is ready. |
Team Bandwidth | Internal resources spend their time on CRM firefighting instead of strategic work. | A dedicated team lifts the load, reduces backlog, and frees your people to focus on impact |
This is the Evolve phase of the Smarter Systems. Better Sales. framework. After systems are built right, they need continuous care to stay right. That includes the CRM, the AI layer, and the people who use them every day.
See what's possible when the AI layer is working: AI Sales Tools for Dynamics 365 (/ai-sales-tools).
Not sure where to start? The RISC Defense Program gives you a structured assessment before you commit to ongoing services.