Case Study: Building a Scalable Sales System for a Carbon Capture Innovator

The challenge

When a mid-sized carbon capture technology provider set out to modernize its sales operations, they knew the stakes were high. Their technology was advancing quickly, but their sales process lagged behind, hampered by outdated tools and fragmented workflows.

The company had been using Salesforce but struggled to maintain a centralized view of their pipeline. Critical deal information was scattered across spreadsheets and third-party tools, making it difficult to track opportunities consistently. The lack of structured accountability meant the sales team was left without a reliable way to measure performance.

Compounding this, the team needed to migrate years of historical Salesforce data into HubSpot while ensuring that older records were still accessible for reference. They also wanted better visibility into why deals were being lost, and a stage-by-stage checklist to enforce data quality — features their old system could not deliver.

Meanwhile, sales leaders faced another hurdle: limited team bandwidth. Key staff members were juggling multiple responsibilities, leaving little time for in-depth onboarding. Without a clear training plan, adoption risked stalling before the new system could take root.

The solution

To address these challenges, the project began with a full redesign of the sales pipeline. Custom deal stages were mapped to match the team’s actual process, and a beta feature was deployed to enforce a checklist of required fields at each stage. This ensured cleaner data and more accountability moving forward.

Historical Salesforce data was imported into a dedicated “archived pipeline” inside HubSpot. This creative workaround preserved access to old records without cluttering the active pipeline, giving the team confidence that no history was lost in the transition.

Automation was another key lever. Notifications were set up to alert team members when deals closed, and a standardized process was built to capture reasons for lost deals. These changes streamlined reporting and reduced manual work.

Hands-on workshops gave the team confidence to configure HubSpot independently. By the end of onboarding, staff could build their own dashboards, track deal velocity, and monitor close ratios with accuracy.

The results

Within weeks, the company had a fully functional, centralized sales system that eliminated their reliance on spreadsheets and disconnected tools. Sales leaders now had visibility into the full customer journey and could hold their team accountable with real-time reporting.

Clean data and clear processes laid the groundwork for stronger decision-making. Instead of wrestling with migration issues, the team learned best practices for formatting and importing spreadsheets into HubSpot, ensuring future data remained reliable.

Perhaps most importantly, the project left the team empowered. By focusing on practical training and data governance, they gained the confidence to manage HubSpot’s prospecting, sequencing, and reporting features on their own. This foundation positioned them to scale their sales operation and capture more opportunities in a rapidly growing industry.

Key measurable outcomes

Why this matters

This project shows how a strategic onboarding approach — blending technical setup, process design, and hands-on training — can transform even a resource-constrained team. By aligning technology with real workflows, the carbon capture company not only solved its immediate problems but built a sales system ready for long-term growth.

If your team struggles with disconnected tools or underutilized HubSpot features, media junction® can help you build a scalable, data-driven foundation for growth.