This story starts with a leading property management company that had grown fast—really fast. With a footprint stretching across dozens of states and a portfolio that included everything from small apartment communities to large multifamily developments, the business had established itself as a trusted partner for property owners and investors alike.
But behind the scenes, their sales team was stuck in the past. While the company managed hundreds of properties and tens of thousands of units, they were still tracking sales opportunities in Excel spreadsheets. Deals slipped through the cracks, reporting was a nightmare, and leadership had little visibility into what was actually happening in the pipeline. For a company this sophisticated, their sales process felt anything but.
And the stakes were high: their sales cycle often stretched 90 days or more, deals were tied to complex ownership structures, and new competitors were entering the market every year. Without a modern, scalable system, the growth they worked so hard to achieve risked slowing down.
Instead of a one-size-fits-all rollout, we built a plan that matched their reality.
Together, we created a structured sales pipeline that mirrored their unique 90-day cycle. Deals could now be tracked by property and associated with both owners and contacts—bringing clarity where there used to be chaos. An early-stage “Leads” object gave the team a place to track new opportunities without clogging the main pipeline.
We believe adoption happens when people feel ownership. So instead of just setting things up, we trained their team hands-on: creating custom properties with conditional logic, setting up automated follow-ups, and even building workflows to generate deals from meeting bookings. By learning through doing, the team became confident, not dependent.
Clean data leads to clean decisions. We introduced templates for uploads, leveraged HubSpot’s data quality tools, and built custom dashboards so leadership could finally see what mattered: year-to-date pro forma activity, pipeline velocity, and close ratios—all in real time.
This wasn’t just about software. It was about giving a growing company the structure it needed to keep scaling. By replacing outdated systems with a CRM designed for their business model, they turned a major pain point into a competitive advantage.
The takeaway? With the right mix of strategy, hands-on training, and a focus on long-term governance, even the most complex sales process can transform from messy and manual to clean, automated, and future-ready.