The Client
This client isn’t your typical consulting firm. When manufacturers hit roadblocks with their processes, they turn to this client to find solutions. Whether it’s fixing their clients’ inefficiencies, fine-tuning operations, or tackling problems no one else can, our client helps them find a solution. They don’t just come in and offer quick fixes—they integrate themselves into their clients’ businesses, taking the time to really understand the issues from the inside. This approach has helped them build strong, lasting relationships with their clients. But as their company grew, the personalized service that made them successful started to create challenges internally. Their processes, especially in sales, couldn’t keep up with their growth, and that’s when they realized something had to change.
Although they had been using HubSpot for some basic sales tracking, it wasn’t set up in a way that made it easy to manage or scale. The company knew they had outgrown their current implementation and needed to bring in help to rebuild everything together in a way that would let them keep growing without losing the personal touch they were known for.
The Problem
As our client grew, the individualized way they managed their client relationships became a problem for their internal processes. The sales process was different for every client, and without a consistent way to track deals or manage data, it became messy and hard to manage it all systematically. HubSpot was supposed to help them track deals and sales activities, but it wasn’t being used effectively. Every project had its own way of being handled, and that made it tough to pull useful data or make sense of how deals were progressing.
The problem didn’t stop at sales. Our client also had a separate pipeline for tracking project management, which only made things more complicated. While it helped them stay organized in some ways, it kept important data spread out across different data sets. Because of this, leadership didn’t have a clear view of how the business was doing overall. Reporting was more like patching together pieces of a puzzle than actually getting a useful overview. Without the ability to generate clear reports, they couldn’t track trends, make informed decisions, or plan for the future.
As the company continued to grow, these issues became more pronounced. The team was already overloaded with work, trying to juggle projects while keeping up with a disorganized sales process. It became obvious that without fixing these problems, they would struggle to grow any further. They needed a way to bring order to their sales and project tracking, so they could scale up without burning out their team.
The Solution
ClearPivot started by taking a close look at how our client was using HubSpot and what wasn’t working. The first step was to thoroughly document the current sales process, so everyone could see where things were getting off track. ClearPivot met with the client's team and mapped out each step of their sales process, showing how deals moved through the system and identifying where the gaps were.
While working on this, ClearPivot also focused on training our client's team. It wasn’t enough to just set up a new system; the team needed to feel comfortable using it. ClearPivot held regular training sessions to make sure everyone was on board with the changes and confident in how to use HubSpot going forward.
Once the existing process was fully documented and the team trained, ClearPivot set out to design a new, more organized sales process. They built a structure in HubSpot that would still allow our client to maintain their customized approach with clients but would also give them a clear, consistent way to track deals and gather meaningful data. This meant that instead of handling each client differently with no real system, there was now a straightforward process in place that could adapt to the needs of each engagement while still providing order and structure.
The Results
The changes ClearPivot made helped our client turn things around quickly. With a clear and consistent sales process in place, they were able to manage deals much more easily. HubSpot became the central place for tracking all key sales pipeline metrics, which meant the team always had a clear understanding of where things stood with each client. No more guessing or trying to make sense of scattered data.
For the first time, our client had the data to generate reliable reports that gave them a complete view of their business. All their sales and project data was now in one standardized structure, so they could see trends that had previously been buried. The leadership team could now make decisions based on accurate, real-time information, which helped them plan for growth and manage resources better.
Beyond the data, our client's team felt empowered by the changes. ClearPivot’s training meant they were very comfortable using the new system, which made day-to-day work much smoother. This wasn’t just about putting a new process in place—it was about giving the team the tools and confidence to use it effectively. The result? Better data, smoother operations, and a team that felt more in control.
Perhaps the biggest win was the ability to take on more customers without overwhelming the team. Before the changes, our client was operating at full capacity, barely able to keep up with their growing customer base. Now, with a streamlined process and clear reporting, they could handle more projects and keep growing the business without running into the same issues that had slowed them down before.
ClearPivot didn’t just fix a broken system; they helped create a path for future growth. Our client can now keep offering their personalized service while also having the structure and processes they need to support and scale their business.
