The challenge: disconnected tools and manual workarounds
For years, this specialty architectural materials manufacturer relied heavily on spreadsheets to track projects and QuickBooks for quotes and invoices. This siloed approach created gaps between sales and accounting. Teams lacked a single, unified view of the customer journey, slowing down communication and increasing the risk of errors.
The sales process itself was uniquely complex. Each project often required customized quotes with varying sizes, quantities, and specifications. Replicating this complexity inside HubSpot proved daunting. The team wanted to generate quotes that matched the look and structure of what customers already received through QuickBooks—without resorting to costly custom development.
Compounding the technical hurdles, onboarding to a new CRM faced cultural resistance. Some team members resisted change, and without a clear strategic plan or strong internal champions, the process risked stalling.
The solution: project-based onboarding and integration
The engagement began with a reset: establish clarity on what HubSpot onboarding would deliver versus what required a full agency partner. This helped manage expectations and kept the team focused on achievable, foundational wins.
- Technical setup and integrations: The consultant guided the team through domain and email configuration and prepared a structured path for importing contacts from multiple platforms.
- Workflow mapping through real projects: Instead of abstract training, the consultant led the team in building a live campaign: a landing page, form, and automated confirmation email. This provided an immediate example of how automation could streamline inquiries.
- Foundational HubSpot training: Targeted sessions covered email marketing, list segmentation, domain setup, and reporting. The team also tapped into HubSpot Academy for ongoing self-paced learning.
By grounding training in real projects, the onboarding bridged the gap between theory and practice, easing adoption and demonstrating the platform’s potential.
The results: a functional marketing engine and empowered team
- A functional marketing system anchored in HubSpot
- Clearer data management and reporting capabilities
- A roadmap for future initiatives, including advanced content marketing and a potential CMS migration
Within weeks, the company had its first fully automated inquiry workflow in place, reducing manual steps and ensuring faster responses to prospects. The team gained visibility into marketing performance through connected dashboards and reports, turning previously fragmented data into actionable insights.
Most importantly, the onboarding built internal confidence. What started as resistance to change shifted toward curiosity and ownership.
Key company context
| Metric |
Value |
Source |
Confidence |
| Employees |
11–50 |
Company Profile |
4 — multiple consistent sources |
| Projects delivered |
2,000+ globally |
Company Profile |
3 — single company claim |
| Primary industries |
Healthcare, hospitality, retail, education, high-end residential |
Company Profile |
4 — multiple consistent mentions |
Takeaway
This story highlights the power of a hands-on, project-based onboarding approach for organizations with complex sales processes. By starting with achievable wins, aligning expectations, and guiding teams through live workflows, even companies with highly customized quoting needs can transform their sales and marketing systems.
Call to action
media junction® specializes in helping businesses like this one unlock the full potential of HubSpot. When technology, process, and people come together, growth follows.
