Case study: a 10-person product team replaced Slack, Notion, Jira and Confluence

Who the team was

A 10-person software product team that ships every week: engineers, product and design working from the same backlog. It is our own team, so every number and problem below is first-hand. We don't name the company.

What wasn't working

One feature crossed six tools. The idea started in a Slack thread, the spec lived in Notion, the ticket in Jira, the technical docs in Confluence, the plan in Jira Product Discovery, and the code in pull requests. Every handoff meant copying a link, and the thread that explained why a decision was made was usually in a different tool from the decision itself.

Each tool charged per person. At list prices, billed yearly, Slack, Notion, Jira and Confluence alone cost about $312 a month for 10 people, before Jira Product Discovery for the roadmap.

List prices, billed yearly, October 2026. What the team actually paid at the time may have differed.

The company also needed SOC 2. Answering "who changed what, and when?" meant pulling activity from several tools, each with its own export and its own idea of an audit trail.

What we built

One system with only the parts the team used every day:

1. Team chat by channel, with threads attached to the work they discuss.
2. Docs and a wiki in one place, replacing Notion and Confluence.
3. Issues and sprints, replacing Jira.
4. A product roadmap linked to the issues that deliver it, replacing Jira Product Discovery.
5. Pull requests linked to the issue they belong to.
6. An audit log of every change and access controls by role, built in for the company's SOC 2 compliance.

How the switch went

FitMySaaS built the first working version in about two weeks. By the following week the whole team was working in it every day. The team's existing data was imported first, so nobody started from an empty board or an empty wiki.

Results

• In daily use within weeks: built in about two weeks, with the team on it the week after.
• Six jobs in one system: chat, docs, wiki, issues, roadmap and pull requests.
• About 50–60% lower cost than the subscriptions it replaced.
• One audit trail for the SOC 2 work, instead of exports from each tool.
• Context in one place: the discussion, spec, ticket and code for a feature sit together.

What to check before doing the same

1. Count the parts you use. This worked because the team used channels, docs, issues and a roadmap, not every feature of each tool.
2. Import before you switch. Moving existing docs, issues and history first meant nobody lost context on day one.
3. Decide on compliance up front. Audit logs and access rules are easier to build in from the start than to add later.
4. Time it to renewals. Annual plans can't usually be cut mid-term, so plan the switch around them.

When one system makes more sense

This worked because the team used a small part of each tool and spent time copying work between them. If your team relies on Jira's advanced workflows or talks to many outside companies in Slack, keeping those tools may be cheaper. Add up your own stack in the free calculator, or read build vs buy.

Questions

Can a small team really replace Slack, Notion, Jira and Confluence?

Yes, when it uses the everyday parts of each: channels and threads, docs, a wiki, issues and a roadmap. Teams that depend on deep integrations or shared channels with other companies usually keep some of those tools.

Does one system make SOC 2 easier?

It reduced the number of places evidence had to come from. One audit log and one set of access rules replaced separate exports and settings in each tool. SOC 2 still needs the policies and the audit itself.

Is this a customer or your own team?

Our own team. We built it for ourselves first, which is why the numbers are first-hand.