The challenge: fractured systems and stalled momentum
A US-based marketing services provider that specializes in architectural drafting and visualization for builders found itself at a crossroads. For years, the sales team had relied on a mix of Excel sheets, email threads, and a legacy CRM called Propit. This patchwork process left them with an incomplete view of their pipeline and a growing sense of frustration across the organization.
The company faced three critical hurdles:
- Disorganized sales tracking: Deals lived in spreadsheets and inboxes, making it nearly impossible to get a unified pipeline view.
- Messy data migration: Their contact database was tangled and inconsistent, making it difficult to cleanly import into a modern CRM.
- Cultural resistance: An experienced sales team, accustomed to the old way of doing things, pushed back against adopting a structured process. Their internal project lead grew increasingly frustrated with the lack of progress.
The solution: building structure and confidence
- Custom pipeline setup: A deal pipeline was created to reflect their real-world sales stages, ensuring the CRM matched their business model instead of forcing them into a generic mold.
- Smarter automation: A round-robin workflow automated lead assignment by region, replacing the manual handoffs that slowed down response times.
- AI-powered tools: The team was trained on HubSpot’s AI features, including automated note-taking and content remixing tools, giving them a faster path to producing sales materials and keeping records updated.
- Data governance and reporting: A new governance strategy ensured data imports were clean and standardized. Custom dashboards were introduced to track metrics like deal velocity, push rates, and close ratios.
The results: clarity, empowerment, and growth potential
- Centralized sales system: Instead of scattered spreadsheets, the company now manages every lead and deal inside HubSpot with a clear process.
- Better data hygiene: The team developed consistent practices for importing and maintaining contact data, improving trust in reports and forecasts.
- An empowered sales team: Hands-on training helped the staff adapt. By the end of onboarding, they were self-sufficient with HubSpot’s prospecting tools, sequences, and reports.
This transformation positioned the company to scale with confidence. With a structured pipeline and reliable data, leadership can now make decisions based on insights rather than guesswork.
Key metrics at a glance
| Metric |
Before |
After |
Source |
Confidence |
| Sales process tracking |
Excel, ad-hoc |
Centralized in HubSpot |
Use case study |
5 — multiple confirmations |
| Lead assignment |
Manual by team |
Automated round-robin by region |
Use case study |
5 — clearly documented |
| Data reporting |
Limited, inconsistent |
Custom dashboards and governance |
Use case study |
5 — clearly documented |
Why this matters
For companies in construction-adjacent industries, where sales cycles are complex and teams are spread across regions, the move from manual tracking to an integrated CRM is more than a process change. It is a cultural reset. By combining technical setup with hands-on training, media junction® helped this organization not only fix today’s bottlenecks but also prepare for tomorrow’s growth.
Call to action
If your team is still juggling spreadsheets and legacy tools, it may be time to explore how HubSpot can give you a cleaner, more scalable sales system.
