Case Study: Streamlining CRM & Sales Ops for a Higher Ed Tech Platform

Overview

A growing mobile app serving the higher education community partnered with our agency to revamp their scattered go-to-market infrastructure. With 30 employees and multiple HubSpot hubs underutilized, they were struggling with inefficiencies that limited both growth and customer retention.

The Challenge

Despite investing in HubSpot’s Marketing Pro, Sales Pro, Service Pro, and Operations Pro, the client’s day-to-day operations were fragmented:

• Leads were low-quality and disorganized
• Outreach.io was in use, but not integrated
• CRM adoption was virtually non-existent
• Sales and support data lived in disconnected Google Sheets
• No defined sales process existed

This lack of structure led to poor pipeline visibility, missed quotas, and difficulties managing existing customers — all of which had an operational and financial impact.

The Strategy

Our team delivered a full-funnel transformation, including:

• HubSpot CRM implementation and migration
• Development of a scalable sales process
• Creation of custom dashboards and reporting
• Deployment of marketing workflows, emails, and landing pages
• Setup of sequences for sales outreach
• Custom event registration solutions via HubSpot automation

This was all executed through a phased rollout, designed to reduce operational strain on a lean team.

Execution Team

• Our agency: Project Manager, HubSpot Implementation Specialist
• Client side: VP of Sales, CFO, and Marketing Director

Collaborative alignment was a key factor in ensuring sustainable change management.

The Results

Quantitative Wins

• ⏱️ 10+ hours/week saved per sales rep and CSM through automation and CRM adoption
• 📉 Several hours/week saved for the CFO by eliminating manual spreadsheet tracking
• ⚙️ Significant workflow improvements across sales and support

Qualitative Gains

• 🔍 Clear visibility into pipeline and reporting
• 🤝 Improved team collaboration across departments
• 🚀 A scalable infrastructure for future growth

Results were seen within 15 days of implementation, with some automation wins felt immediately.

Client Feedback

"Your team was invaluable. The help we received in developing and launching our first true sales process was exceptional."

Why It Matters

This engagement is a prime example of our agency’s strengths:

✔️ Strategic consulting
✔️ Process-driven implementation
✔️ Time-saving automation
✔️ Cross-functional stakeholder alignment

We don't just “set up HubSpot” — we help our clients operate smarter, faster, and more confidently.