Unifying sales, marketing & onboarding for an AI platform with HubSpot

We started by taking a close look at the client’s existing tools and systems. The aim was to understand not just what they were using, but how each tool was helping or holding back their daily work. This gave us a clear picture of where the gaps were and how those gaps were affecting collaboration between teams.
 

From there, we explored which technologies would work best for the kind of setup they wanted. We needed something that could bring their sales, marketing, and onboarding teams into the same environment and make it easier for them to share information. Once the right tools were identified, we created a migration plan that would move their data into the new system without disrupting ongoing work.

We then shifted their entire tech stack into the HubSpot ecosystem. This gave them one place to manage different parts of the business while keeping the process simple for the teams who would use it every day. We set up Marketing Hub, Sales Hub, and Service Hub so that all departments could work in sync.

To strengthen their marketing and sales efforts, we also added ZoomInfo, which allowed them to access richer lead data and reach the right prospects more effectively.

With the tools in place, we mapped out a clear action plan which included key milestones, timelines, and responsibilities so that everyone involved could see the progress being made and understand how it connected back to their goals.
 

Implementation Schedule and Milestones

Once we had a complete understanding of the client’s needs and the challenges they were facing, we moved on to building a step-by-step plan for implementation. The goal was to roll out the new systems in a way that would feel natural to the teams, without disrupting their ongoing work.

We broke the plan into clear phases, starting with smaller changes that would be easy to adopt and then moving toward the more complex integrations. Each phase had defined milestones so the client could track progress and see tangible results along the way. This approach also gave teams time to adjust to each change before introducing the next one.

By keeping communication open and the timeline structured, we were able to ensure that every stage of the implementation was smooth, predictable, and fully aligned with the client’s day-to-day operations.

Discovery & System Audit

Approach for Migration

The migration strategy was centered on leveraging native integration capabilities, ensuring a smooth transition of data from Salesforce to HubSpot, thus preserving data integrity and streamlining the entire process.

• We wanted to leverage the native integration capabilities of HubSpot that let them move the data smoothly from SFDC to HS without any custom code being written. Since native integration lets us map the custom objects along with other standard objects it was the ideal approach for them.
  
• We went ahead and set up a migration user in the SFDC sandbox and connected it to the HubSpot sandbox to move data only from SFDC to HS. We also made sure that none of the data was overwritten by HubSpot during the process.
  
• We mapped all the records to the active users and did not carry forward any inactive users.
• After a successful run of the integration across the sandbox, the same configuration was developed in the production environment.
• Once the integration was established, we ran the HubSpot and SFDC send to ensure that the data sync was successful.
  

Impact and Outcomes