The challenge
A boutique legal firm specializing in U.S. work visas for startups and entrepreneurs had a big problem: their systems didn’t talk to each other. Like many small but growing businesses, they had pieced together tools over time—Zoho for CRM, ClickUp for project management, and a mix of other apps. The result? Data silos, inefficiency, and a lack of transparency.
For a lean team of six, this was more than an inconvenience. It meant that when one person was unavailable, others struggled to find the information they needed. With multiple immigration cases moving at once, there was no margin for error. They needed a single source of truth for client records and communications.
On top of that, their processes were manual and time-consuming. Tasks like client onboarding and responding to frequently asked questions pulled staff away from higher-value work. The team also had its eyes on the future: they wanted to integrate with a form-filling software, sync with SharePoint, and eventually migrate their website from WordPress to HubSpot CMS. But before they could scale, they needed a stronger foundation.
The solution
Our partnership began with a simple but powerful goal: bring clarity and efficiency to their operations by leveraging HubSpot as the central hub.
1. Building a foundation in HubSpot
We implemented HubSpot CRM and Service Hub to create a unified client management system. Custom sales and onboarding pipelines were developed to reflect their unique processes, ensuring that every client journey was tracked with full visibility. This gave the team the transparency they had been missing.
2. Training for independence
Rather than simply “setting things up,” we empowered the team to own their new system. Through hands-on training, they learned how to create custom properties, build automations, and use HubSpot’s native tools. They explored features like:
- Knowledge Base: to build out self-service content for common client questions
- HubSpot Calling Tool: to record and log calls, improving record-keeping and accessibility
- Ticketing system: to manage post-sales activities and client support in a structured way
This approach transformed HubSpot from a “new software” into an everyday asset they felt confident using.
3. A roadmap for growth
With their foundation in place, we worked with the team to build a roadmap for future expansion. This included guidance on complex integrations (like SharePoint and form-filling software), the adoption of chatbots for client inquiries, and their eventual migration to HubSpot CMS. By breaking the journey into clear next steps, the firm gained direction without feeling overwhelmed.
The results
- One central hub for all client data: No more chasing down information in different systems—everyone had access to what they needed, when they needed it.
- Automated workflows: Repetitive manual work was eliminated, freeing the team to focus on higher-value client interactions.
- A self-sufficient team: Instead of depending on outside help for every tweak, the team could now build automations, sequences, and custom tools on their own.
- Future-proof systems: With a clear growth roadmap, the firm was positioned to scale confidently, knowing their technology could grow with them.
Why this matters
Immigration law for startups is fast-paced and complex. Founders and growing companies need responsive, reliable support when navigating U.S. immigration—delays or errors can mean the difference between hiring top talent or losing them. By eliminating inefficiencies and creating a transparent, scalable system, this firm not only improved internal operations but also elevated the client experience.
This project is proof that with the right systems and training, even small teams can operate with the efficiency and confidence of a much larger firm.
