Transforming Business Operations for Cloud Based Large Enterprise using Hubspot Management.

Client

XYZ Company

Services:

Web Design

Duration:

2 Weeks

Website

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Situation:

One of our clients, which is the Large Cloud Based Tech Provider for Manufacturing Industry, faced several operational challenges that were impacting its sales efficiency.

They needed a way to streamline lead capture and management, optimise sales pipelines, and enhance after-sales processes.

Additionally, managing dynamic pricing, handling instant leads via multiple channels, and integrating communication and financial tools such as WhatsApp and QuickBooks were critical priorities.

Task:

The primary objective was to set up a fully optimised HubSpot CRM system to improve operational efficiency and sales outcomes. The project’s specific goals were:

Seamlessly handle instant leads from multiple sources (phone, WhatsApp, email) to ensure smooth RFQ handling and deal closure.

Create a system for targeted lead generation and management, focusing on specific industries like healthcare, education, and NGOs.

Design multiple sales pipelines for different business lines (Retailing & Reselling).

Implement dynamic pricing and quotation management within HubSpot CRM.

Establish a structured after-sales management process within HubSpot.

Integrate HubSpot with WhatsApp and QuickBooks to improve communication and streamline financial processes.

Action:

Here is the step-by-step implementation plan InsightsTap used to meet these objectives:

HubSpot CRM Setup & Customization

  • Configured HubSpot CRM tailored to the client's unique business structure.
  • Created custom fields and tags to capture lead information effectively across multiple industries.
  • Configured dashboards and reports to provide real-time visibility into key metrics.

Designing Lead Management Processes

  • Developed a lead intake process to capture instant leads from WhatsApp, phone, and email.
  • Automated RFQ to Deal flow using HubSpot workflows, ensuring all inquiries receive timely follow-ups.
  • Created targeted lead journeys for industries like healthcare, NGOs, and education, including email drip campaigns for lead nurturing.

Building Separate Deal Pipelines for Retailing & Reselling

  • Designed and configured two separate pipelines to align with the client’s retail and resale business lines.
  • Automated task creation and follow-ups to ensure leads progress smoothly through the pipeline.
  • Created custom deal stages with automated notifications to track the status of deals.

Dynamic Pricing & Quotation Management

  • Integrated a quotation builder within HubSpot for easy and dynamic pricing adjustments.
  • Automated the quote generation and approval process, reducing manual effort and increasing efficiency.

After-Sales Process Setup

  • Established an after-sales pipeline in HubSpot to manage client support and follow-ups post-sale.
  • Implemented automated reminders and task assignments to ensure all post-sale activities (like feedback, warranty handling, and service requests) are completed on time.

WhatsApp & QuickBooks Integration

  • Integrated WhatsApp with HubSpot to enable instant messaging with leads and clients from within the CRM.
  • Linked QuickBooks to HubSpot using a pre-built template connector for seamless financial tracking, including invoice management and payment reconciliation.
  • Automated notifications for payment reminders and overdue invoices to enhance financial operations.

Result:

Within three months, Insightstap successfully transformed the operational efficiency of the company. The outcomes included:

40% reduction in response time for handling instant leads through automation.

30% improvement in lead conversion rates due to personalized lead journeys and targeted email campaigns.

Enhanced visibility into sales performance across retail and resale pipelines, ensuring smooth operations.

Faster quotation processing, reducing quote generation time by 50%.

Improved after-sales support, resulting in higher customer satisfaction.

Seamless communication and financial tracking through WhatsApp and QuickBooks integrations, reducing administrative overhead.

Conclusion:

Insightstap’s end-to-end implementation of HubSpot CRM transformed the way The client managed their sales and operations. By integrating multiple tools and automating workflows, the company achieved significant improvements in lead handling, pipeline management, and post-sale support. With streamlined processes and enhanced visibility, Their business is now well-equipped to drive sustainable growth.