Case Study: From disconnected systems to streamlined sales — how one manufacturer transformed with HubSpot

The challenge: outdated systems and disconnected data

The client, a private custom manufacturer, had grown quickly but relied on a patchwork of tools. Sales reps managed opportunities in Google Sheets and an old ECI system, while quoting ran separately through Paperless Parts.

Three major obstacles stood in the way:

• No single source of truth: Data was scattered across spreadsheets and legacy software.
• Integration concerns: Migrating from an ECI system and aligning CRM records felt daunting.
• Adoption struggles: The company held 30 HubSpot licenses but saw little usage across the sales team.

The result was inefficiency and hesitation. Without a clear roadmap, the team didn’t trust HubSpot as their central platform.

The approach: building a foundation for growth

The onboarding partnership focused on more than just technical setup. It addressed strategy, process, and culture head-on.

• Strategic CRM design: A new HubSpot deal pipeline mirrored the company’s quoting and demo process, while a separate pipeline was built to support their new design services offering.
• Hands-on training: Workflows were introduced to automatically generate deals from discovery calls. Reps also learned how to use sequences for customer re-engagement and how to streamline payments using HubSpot Commerce Hub with Stripe.
• Data governance: The team learned how to format imports, manage marketing vs. non-marketing contacts, and avoid duplicates. Reporting tools were introduced to track activity and deal performance.

This wasn’t a plug-and-play rollout. It was a guided, project-based process designed to make the team self-sufficient.

The results: an empowered, data-driven sales team

• Integrated processes: A single CRM eliminated manual tracking and unified sales workflows.
• Cleaner data: Better governance led to improved imports, fewer duplicates, and more accurate reporting.
• Empowered adoption: Sales reps actively used sequences, prospecting tools, and dashboards, creating a sustainable model for scaling.

The transformation wasn’t just about software. It was about instilling confidence that the team could own and evolve their system as the company grows.

Why this story matters

This case illustrates a common challenge: companies invest in tools like HubSpot but struggle to adopt them fully. Without strategic guidance, licenses go unused and old habits linger.

By addressing integration, governance, and user adoption together, this manufacturer turned an underutilized subscription into a growth platform.

Key metrics (as reported by client research)

Call to action

If your team is stuck in spreadsheets or legacy tools, you don’t have to settle. A clear plan, the right workflows, and a focus on adoption can turn HubSpot into the engine that powers your growth.