HubSpot Sales Process Transformation by BESTMIX software: From fragmented systems to optimized processes
- Industry: Technology and software
- Size of the company: Medium-sized company (51-200 employees)
- Services: HubSpot Sales Hub implementation, process optimization, data migration, Freshdesk integration
How we manage it
Seamless integration of SAP C4C and HubSpot
1. in-depth exploration phase
- Interviews with colleagues from the sales, marketing and IT departments
- Process mapping workshops to identify critical workflows
- Development of a customized roadmap aligned with F2A's business cycles
2. activation of the HubSpot sales center
- Customized sales pipeline setup that reflects F2A's unique sales process
- Automated workflow creation for prospect and customer management
- Configuration of mobile access for sales teams in the field
3. integration of Microsoft Navision
- Seamless data connection between systems
- Customized mapping for accurate data translation
- Set up real-time synchronization
4. empowerment of the team
- Hands-on training for all levels of users
- Creation of customized documentation
- Establishment of an ongoing support system
1. data management and migration strategy
We started with a comprehensive data governance exercise to establish best practices for handling commercial data. BESTMIX's multi-year database contained numerous duplicates and inconsistencies that needed to be systematically cleansed. We implemented the ETL process where BESTMIX handled the extraction, we worked on the transformation to map the fields correctly in HubSpot and we managed the entire data loading process into the new system.
2. standardization of the sales process and pipeline design
We worked closely with the BESTMIX team to define standardized deal stages to be used consistently by all sales managers. Considering the one-year deal cycles, this standardization was crucial to keep track of the pipeline and ensure proper follow-up throughout the sales process. We designed customized sales pipelines that reflected the unique business model and industry requirements.
3. automated lead assignment and workflow creation
We implemented automated lead assignment based on country and region, eliminating the previous weeks-long delay. The system now instantly routes new leads to the appropriate sales manager, allowing for immediate follow-up. We also created automated workflows, including email templates for different scenarios, standardized meeting reports and the creation of tasks triggered by specific actions.
4. 360° customer view and system integration
Since BESTMIX's marketing team was already using HubSpot for email campaigns, integrating the sales team into the platform created powerful cross-departmental visibility. Sales managers can now see all marketing content that prospects have consumed and track website visits, while marketing gains access to sales data to run more targeted campaigns. As an interim solution, we also integrated the Freshdesk ticketing system with HubSpot, fulfilling one of the company's biggest requests for instant access to customer support history over the past few months.
5. sales automation and efficiency tools
We implemented extensive automation, including email templates for various scenarios (follow-ups after a call, scheduling meetings, quote follow-ups), standardized report templates for documenting meetings, and automatic creation of tasks triggered by sending emails and other activities to streamline daily operations.
Most important results
BESTMIX's sales department transformed from a fragmented, slow-response operation focused primarily on upselling existing customers to a streamlined, data-driven organization ready to aggressively pursue new prospects. The standardized processes, immediate responsiveness to inquiries and complete customer visibility allowed the company to shift its strategic focus to acquiring new customers in global markets while efficiently maintaining existing customer relationships.
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