When this B2B SaaS company came to us, they had the drive to grow but were stuck in the weeds. Their tools were there — HubSpot, Excel, MailChimp — but nothing worked together. Instead of clarity, they had chaos:
In other words: the tools were in place, but the strategy and structure to make them work were missing.
Our approach wasn’t about shiny add-ons or quick fixes. It was about laying a solid foundation, then building from there.
We worked with their team to map out what their sales cycle actually looked like and built a custom pipeline in HubSpot that matched it. We defined deal stages, added custom properties, and introduced automation tools like the meeting scheduler and sequences to make outreach consistent and scalable. To keep the pipeline clean, we separated early-stage leads into a dedicated prospecting tool — so leadership could finally trust the numbers when looking at forecasts.
We helped them authenticate their email domain with SPF records, which immediately improved deliverability. We also recommended adding an email verification tool like Kickbox to keep bounce rates low. For their database, we guided them through cleaning up duplicates and using HubSpot’s import tool properly so they could update existing records instead of accidentally creating new ones.
Out-of-the-box dashboards weren’t cutting it, so we built custom reports tailored to their business. These included quarterly pipeline views, company-level metrics, and account-based marketing features like “target accounts” to help sales and marketing stay aligned. We also showed them where third-party integrations could fill gaps, like extending beyond HubSpot’s native LinkedIn connector.
And maybe the biggest shift: confidence. Instead of constantly reacting to problems — bad data, broken processes, missing reports — the team now has control. They can make decisions backed by real data, see what’s working, and plan for what’s next.
For this company, the biggest win wasn’t just in the numbers (though those improved fast). It was in how their team felt about their sales and marketing operations.
The sales team finally had a process that supported them instead of slowing them down. Outreach became faster, easier, and more consistent.
The marketing team had confidence their campaigns were landing and reaching the right audience.
Leadership had the visibility they’d been missing. Forecasts went from “best guesses” to something reliable.
This engagement showed what’s possible when you combine the right tools with the right strategy. By cleaning up the foundation, this company not only solved their immediate problems but also set themselves up for scale. Now, they’re not just catching up — they’re ahead of the curve.