How Utiliko Helped Vivant Scale from $1M to $8M

The Problem: Growing fast but drowning in chaos The Solution: Simplicity through an all-in-one business management platform The Result: 8x revenue growth in 4 years

700%

Revenue Growth in 4 Years

82%

Reduction in Software Costs

90%

Faster Payment Processing

Overview

When Vivant hit the $1M revenue milestone, the company’s founder/CEO realized that they’d outgrown their disconnected systems and patchwork of spreadsheets. What started as an aspiring startup was now drowning in operational chaos.
Frustrated with existing chaotic, complicated, expensive, and siloed business apps such as CRM, accounting, payment processing, support ticketing systems, and project management tools, he started researching an all-in-one solution that was easy to use for the staff, quick to onboard, and cost effective. The search led to complicated, expensive, or confusing platforms, including NetSuite, Zoho, and Odoo.
He took matters into his own hands. The result was Utiliko — an all-in-one business management platform, which transformed Vivant’s operations and became the foundation for scaling to $8M in ARR.

“The wake-up call was when I didn't terminate an employee who cost us $10,000, only because training the replacement across 8 or 9 different apps would have been more painful.”

Hamed Mazrouei, CEO, Vivant

The Challenge: Success Was Becoming Vivant’s Biggest Problem

At $1M in revenue, Vivant was experiencing classic scaling pain: rapid growth without the systems to support it.

Each department was siloed in its own tool with no shared visibility:

  • Finance: Stuck in QuickBooks with zero visibility into operations
  • HR: Managing everything in spreadsheets
  • Sales: Living in CRM or email threads that didn’t talk to anyone else
  • Operations: Tracking projects on paper

Nobody Knew What Anyone Else Was Doing

  • 6 different systems with conflicting “truth”
  • No real-time visibility into projects, tickets, payments, and paper agreements
  • Endless email chains asking “what’s our status on X?”

Inefficiency Eating Profits

  • 40% of team time wasted on manual data entry
  • 3-week client onboarding due to handoff delays
  • Weekend work just to keep up with admin tasks
  • Vivant wasn’t tracking billable hours or invoicing accurately, and the team wasted hours on duplicate entries

The Results: Key Impact Areas

When off-the-shelf solutions failed, Vivant took control. The internal project to solve the chaos grew into Utiliko, a purpose-built, all-in-one business management platform designed to address real-world scaling challenges.
Utiliko solved each of Vivant’s challenges, fueled unprecedented growth and efficiency, proving the value of a solution built by operators, for operators.

Area Metric Before Utiliko After Utiliko Outcome
Revenue Growth Annual Revenue $1M $8M +700% in 4 Years
Operational Efficiency Invoices Paid from Project Completion 10 Days 1 Days 90% Faster
Client Onboarding Time Real-Time Project Tracking 3 Weeks Real time 100% Reduction
Cost Savings Redundant Software License Fees $100K/year $18K/year 82% Savings on License Fees
Employee Productivity Duplicate Data Entry 40% of the time None 100% Reduction
Client Approvals Time to Sign Proposals, Estimates, & Contracts Weeks Real time 100% Time Saved on Client Approvals
Payment Integration Cost & Reconciliation $50K/year more expensive & manual entries Real time processing & reconciliation +$50,000 in Cost Savings

The Transformation

“Vivant transformed from a chaotic business to a streamlined, process-oriented, growth organization. With Utiliko as the operational backbone, the team stopped fighting fires and started focusing on what matters: delivering exceptional results for clients and scaling sustainably.”

The Hidden Impact

Beyond the headline numbers, Utiliko delivered significant operational and financial gains that compounded over time:

Revenue per employee jumped from $125K to $200K

Avoided hiring 2 full-time administrative staff, saving Vivant over $120K annually

Leadership saved 20 hours per week on reporting alone

Simplified employee onboarding by training in a unified system

“Utiliko gave us back our weekends. We're no longer scrambling to piece together reports or chase down information. Our team can focus on what they do best, i.e. delivering exceptional results for our clients.``

Jimmy Le, COO, Vivant

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