Case Study: Building a Sales Process from the Ground Up — How a Growing Company Scaled with HubSpot

The challenge

This company was actively searching for a sales rep but lacked a formalized process for managing leads and opportunities. A consultant stepped in to fill the gap, but without a defined framework, onboarding to HubSpot quickly became a bottleneck.

Complicating matters, years of customer and company data were buried in QuickBooks. Migrating this information into HubSpot required careful mapping of parent and child company relationships, along with a plan to maintain data integrity.

On top of that, the internal team was stretched thin. With no dedicated sales leader and limited HubSpot knowledge, adoption risked stalling before it ever gained momentum.

The solution

The project began with a clear priority: define and document a foundational sales process inside HubSpot. The consultant worked with the team to design a simple yet scalable pipeline, anchored by the lead status property, custom views, and filters. This gave everyone a shared language and structure for tracking deals.

From there, hands-on training sessions equipped the team to use HubSpot’s automation features. A tailored playbook was built to track milestones, while workflows helped move deals forward and ensured follow-up for inactive contacts.

Data migration was tackled through step-by-step coaching. The team learned how to properly format spreadsheets, maintain associations, and preserve parent/child company relationships. By the end, they weren’t just importing data — they were managing it with confidence.

The results

• A functional sales framework: The company now had a repeatable, documented process supported by HubSpot playbooks and reporting tools. This framework provided clarity for future sales hires.
• Cleaner data and better reporting: With improved import practices and association management, the team could finally trust their dashboards and reports.
• An empowered team: Employees walked away confident in their ability to use HubSpot independently, with a roadmap for scaling sales efforts without depending on outside consultants for every step.

Why it matters

For growing organizations, technology is only half the battle. Without a process and internal adoption, even the most powerful CRM sits idle. This professional services company’s experience highlights how a guided, hands-on onboarding can accelerate adoption, build internal confidence, and set the stage for long-term growth.

It wasn’t just about cleaning up data or creating a pipeline. It was about aligning people, process, and platform so the business could scale with confidence.