The Challenge
With operations spanning multiple countries, WLSM faced several challenges:
- Disjointed Systems: Data was stored across multiple platforms, creating inefficiencies in accessing and managing critical information.
- Lack of Automation: Many manual tasks slowed down processes and led to potential human errors.
- Inefficient Communication: Cross-regional teams struggled with inconsistent workflows, causing delays in decision-making and misalignment.
- Limited Business Insights: Without centralized reporting, WLSM lacked a clear understanding of performance metrics, hindering their ability to make data-driven decisions.
The company sought a scalable solution that could unify their operations, improve productivity, and integrate seamlessly with existing tools.
Our Approach
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Onboarding and Training
We began by onboarding WLSM into HubSpot, conducting comprehensive training sessions to familiarize their team with the platform's capabilities. By focusing on the Marketing Hub and Sales Hub, we ensured that the team could effectively leverage HubSpot's tools for lead generation, campaign management, and sales operations.
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Data Migration and Organization
WLSM’s existing data was scattered across various systems, creating redundancy and inefficiencies. We worked closely with their team to:
- Reorganize and restructure data to align with HubSpot’s CRM framework.
- Migrate all critical data into HubSpot, ensuring accuracy and consistency while minimizing downtime.
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Xero to HubSpot Integration
WLSM needed to sync invoice details from Xero to HubSpot, allowing their sales team to access all invoice-related information—payments, refunds, credit notes, and outstanding amounts—within HubSpot. We developed a middleware using Xero and HubSpot APIs for seamless one-way data transfer, simplifying financial visibility and workflow.
- Syncs new invoices, payments, refunds, and credit notes from Xero to HubSpot.
- Enables tracking of outstanding amounts with calculated properties in HubSpot.
- Centralizes financial data for the sales team, eliminating the need to switch platforms.
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Customized Automation and Integrations
Understanding WLSM’s unique operational needs, we implemented customized solutions, including:
- Sales Pipelines and Reporting: We configured pipelines and deal stages tailored to WLSM’s sales processes, enabling accurate tracking and forecasting.
- Workflow Automation: Automated tasks, such as follow-ups, lead assignments, and marketing communications, significantly reduced manual effort and human error.
- Audience Segmentation: Segmentation based on customer behavior and preferences allowed for targeted and effective marketing campaigns.
- Lead Generation Forms: Integrated contact forms fed directly into HubSpot, enabling seamless lead capture and nurturing.
Additionally, we integrated HubSpot with Xero, their accounting software. This integration automated the syncing of invoices and payment updates with deals in HubSpot, ensuring real-time data accuracy and eliminating the risk of manual errors.