The challenge
A fast-growing SaaS company in the ecommerce space was facing the classic challenge of growth outpacing process. Their small but mighty team had built a solid product, but behind the scenes, operations told a different story.
Their sales cycle relied on a disjointed set of tools: contracts drafted in Google Docs, invoices sent through Stripe, a website hosted on one platform, email marketing on another, and customer support somewhere else entirely. What they didn’t have was a single source of truth for their data.
This fragmentation made it impossible to clearly track a customer journey from first touch to closed deal. The team knew they needed to professionalize their sales process with automation, but the complexity of setting it up — and doing it quickly — created friction.
On top of that, expectations were high. The leadership team was ready to hit the ground running with HubSpot, but they quickly realized that without proper guidance, they risked stalling their progress before it even began.
The solution
Our approach centered on turning HubSpot into the operational backbone of their sales organization.
Pipeline automation built for scale
We guided the team through building a custom deal pipeline that mirrored their unique sales cycle — from "Demo Scheduled" to "Payment Confirmed." To eliminate wasted time, we set up automation that instantly created deals when prospects booked demo calls. This one change removed manual data entry and gave the team confidence that nothing was slipping through the cracks.
Hands-on troubleshooting and training
No onboarding is without bumps. When technical hurdles blocked progress — like access issues that prevented sequences from launching — we stepped in, created HubSpot support tickets, and even pulled in engineers to troubleshoot. Along the way, we trained the client’s team, giving them both workarounds and long-term solutions they could own.
Data-driven insights and consolidation
To support their data-driven vision, we introduced them to HubSpot’s AI-powered tools, including buyer intent tracking. The team could now see which prospects were most engaged and ready to buy, helping them prioritize outreach. Beyond sales, we mapped a plan to consolidate their marketing stack, moving their blog and email into HubSpot for an end-to-end view of the customer lifecycle.
The results
- Automated, professionalized sales process: With automation handling deal creation and a tailored pipeline, the sales team could focus less on admin work and more on closing deals.
- Confidence and clarity for the team: HubSpot’s reporting tools gave leadership clear visibility into performance, while frontline reps gained the confidence that they had the right tools to succeed.
- Future-proof roadmap for growth: By unifying data and laying the groundwork for migrating their marketing into HubSpot, the company positioned itself for long-term growth — equipped not just with technology, but with the knowledge to keep scaling.
Why it matters
For many SaaS companies, growth doesn’t stall because of product-market fit — it stalls because of operations. Without automation and clear data, teams spend more time fighting their tools than serving their customers.
This case shows the power of pairing HubSpot’s flexibility with hands-on, consultative onboarding. By addressing immediate pain points while also laying a foundation for growth, we helped this company unlock efficiency today and scalability for tomorrow.
