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How We Eliminated Manual Data Processing for Quill & Arrow, Saving $80K+ in Just 6 Months with HubSpot

%+

 reduction in lead processing time

$+

saved in manual effort costs

s

of PDFs auto-generated and attached without error

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You’ll learn how to

  • Automate end-to-end lead processing using HubSpot workflows and APIs
  • Handle sensitive data across multiple HubSpot accounts securely
  • Eliminate repetitive tasks like .pdf generation and re-attachment

What you’ll need

  • Manual CRM workflows eating up rep hours
  • Sensitive lead data split across multiple accounts
  • No automated system for consistent data handover and file sync

The Client

Our Client Quill & Arrow, is a lemon-law firm based in Westwood, United States.
 
They specialize in plaintiff-side lemon law and personal injury litigation having secured over $100 million in settlements for their clients in just over two years. They follow an aggressive, trial-ready approach to litigation with a team of more than 100 employees.
 

The Problem

The law and insurance sector typically struggle with collecting and recording sensitive data in an official .pdf document–from the prospecting to the acquisition stage.

01 Manually documenting customer information

02 Managing separate accounts for lead capture and conversion

The process is mainly manual and excessively time-consuming. Although they started looking at HubSpot as a single source of truth they still struggled with:

  • The team was manually documenting everything which meant collecting information on calls, creating a .pdf file filled with the details, and attaching the file to the contact or deal in HubSpot–which is incredibly exhausting and error-prone considering they dealt with hundreds of touchpoints daily.
  • Considering the sensitive nature of privileged customer data, they had separate accounts for lead capture and conversion, posing technical challenges in moving leads between HubSpot accounts–the problem was unique to their industry as they kept separate accounts for prospecting and opportunity management.

Further, during our initial discovery, our team noted that their SDRs were constantly updating contact data, requiring the re-attachment of updated information to each contact–a common process for them but a significant hurdle.
 
Our Approach

We understood the Quill & Arrow’s issues with lost time due to manual data entry processes–and we whipped up a simplified yet robust solution for them that embraced all possible variables and edge cases that catered to their needs.

Here is an overview of what we did:

image 10419

 

The Solution

Here’s a deep dive into what we did for them:

  • We started with organizing data collection from their cold-calling team–providing a structured form containing an exhaustive list of essential questions for customers–and as soon as the form was submitted a contact was created in their first HubSpot account (prospecting account).

  • After the form gets submitted, we introduce two new triggers:
    • The first trigger updates the lead status for contacts with newly captured information.
    • The second trigger adds a layer of verification, activating the API only after the contact is by the contact owner.

The first API integrates automated .pdf creation, which is automatically attached to the contact, saving precious hours for the client.

Next, to move the contact to another account, we deployed another API integration–moving marketing-ready leads to the second HubSpot account (opportunity account) along with the attachments.

 

Note! We also introduced an additional setup:

We implemented an additional workflow to reactivate the API integrations if there were any updates to the contact information at the marketing level.
 
This workflow ensured that updated information was reflected at the contact level–replacing the old .pdf with the new .pdf file–while ensuring that all of this was transferred on a deal level to the second HubSpot account.
 
Impact and Outcomes

After the successful deployment of the customer solution we developed for them, Quill & Arrow were able to slash their lead processing time from 90 minutes to under 8 minutes!

We have saved upwards of 2500 hours worth more than $80,000 so far for Quill & Arrow.

Here’s a breakdown of the impact we brought:

Impact and Outcomes

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