Case Study: From spreadsheets to scale — how a regional building supplier built a centralized sales engine

The challenge: disconnected systems and data chaos

For years, this regional building supply retailer managed its sales pipeline the old-fashioned way: with spreadsheets. Quotes for trusses and siding lived in scattered files. Leads had to be manually assigned. Marketing efforts operated in a silo. The lack of integration meant that sales managers had little visibility into pipeline health or deal velocity.

Founded in 2009 and serving a mix of contractors, tradespeople, and homeowners, the company had grown from a small shed into a full retail operation. But growth brought complexity, and the manual systems that once worked now slowed the team down.

• Fragmented sales process: Deals were tracked in Excel, with no unified system to connect sales and marketing.
• Complex data migration: Thousands of contacts existed, but with little segmentation or governance, mapping them into a CRM was daunting.
• ERP integration concerns: Their existing eBMS system needed to coexist with HubSpot, but the path forward was unclear.

The onboarding effort initially stalled. Without a clear plan for pipelines, data governance, and dual-brand management within one portal, the team felt overwhelmed.

The solution: building foundations for scale

With guidance, the company shifted from scattered spreadsheets to a structured HubSpot environment. Key steps included:

• Custom pipeline design: A sales pipeline was created to reflect their real-world process, from “Truss Quotes” to “Siding Quotes.”
• Hands-on enablement: Instead of outsourcing, the team received training to build workflows, including a round-robin assignment system that automatically routes leads by territory.
• AI-powered tools: Meeting note-takers and HubSpot’s remix tool gave the sales team new ways to streamline their daily work.
• Data governance: Clean import strategies, property associations, and dashboards brought new clarity. Reports on deal velocity, push rates, and close ratios became accessible in real time.

The results: clarity, confidence, and a roadmap forward

• Centralized sales system: No more manual tracking — every lead and deal now flowed through a structured pipeline.
• Better data practices: The team gained confidence in how to format, import, and govern their data.
• Empowered team: With hands-on training, employees now use HubSpot prospecting tools, sequences, and dashboards independently.

The shift was more than operational—it was cultural. By investing in governance and training, the company now has the confidence to scale its sales process and the tools to measure what matters.

Key measurable outcomes

Why it matters

For growing regional suppliers, digital transformation often feels out of reach. But this case shows how thoughtful onboarding—paired with governance and enablement—can turn disconnected teams into a unified, data-driven sales force.

At media junction®, we believe in giving teams the tools and training to own their systems, not just adopt them. Because the best CRM isn’t just software—it’s a foundation for growth.