Healthcare Tech Firm Gains Sales Clarity and Clean Data in HubSpot

The problem: data silos and disorganized sales

This healthcare technology provider had invested in multiple tools but lacked a single source of truth. Deals were inconsistently tracked, commission reporting was unreliable, and no system captured reasons for lost opportunities. Contacts lived in multiple portals, often duplicated or lacking company associations.

Even onboarding was hampered by misaligned expectations. Some team members thought they were getting full implementation, while others saw onboarding as a guided setup. Without clarity, adoption stalled.

The solution: a foundation built for scale

• Custom pipeline design: A sales pipeline was built to mirror their real process. Required deal properties ensured reps filled in key details before advancing a stage.
• Data cleanup and imports: The team developed a structured plan to migrate deals from Pipedrive and contacts from Outlook. Duplicate management and association rules reduced noise in reporting.
• Governance and training: Rather than just "setting up HubSpot," the focus was on coaching. The sales team learned to use sequences, snippets, and templates to automate outreach. A workflow was added to flag bounced emails, and custom dashboards visualized push rates, close ratios, and deal velocity.

This approach was not about quick fixes — it was about setting durable habits for data accuracy and reporting reliability.

The results: clarity, empowerment, and efficiency

• Functional CRM: Deals were tracked consistently with required data at each stage. Sales managers gained clear visibility into why deals were won or lost.
• Clean data: With improved import processes, the team reduced duplicates and could trust their dashboards.
• Self-sufficiency: The team no longer relied on external support for daily HubSpot tasks. They could build workflows, launch sequences, and pull reports on their own.

This shift positioned the company to not only manage current growth but to scale. With clean data and a clear roadmap, they could focus on strategy instead of firefighting.

Why it matters

For mid-market healthcare technology providers, fragmented systems are more than an inconvenience — they limit visibility into performance and slow growth. By investing in structured onboarding with an emphasis on governance and empowerment, this company built the confidence and capability to own their digital ecosystem.

It’s a reminder that the right CRM setup is not just about the tool — it’s about aligning people, process, and data for long-term success.

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Call to action

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