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What You're Looking For?
Project Name
Realigning and Optimizing HubSpot for Strategic Business Growth
Project Scope
Analyzing the existing complex HubSpot system, followed by strategic enhancements and data migration.
Truck Insurance Company
Ongoing
The United States
It all began when the client started facing slowdowns in their HubSpot CRM.
Their sales team noticed delays, emails failed to trigger as expected, and the workflows looped endlessly. That’s when a US-based truck insurance company felt the need to migrate to a structured & fresh HubSpot environment to expand further.
Over time, their CRM had evolved into a tangled web of 241 active workflows, 669 marketing and sales emails, 26 pipelines, and over 35 connected apps. The result? Teams spent more time managing the tool than closing deals.
They knew a simple cleanup wouldn’t cut it. So, they turned to TRooInbound.
The goal was to migrate years of legacy data into a cleaner, scalable HubSpot setup without disrupting business. Just as important, they needed a strategic partner to guide and collaborate with their internal team every step of the way.
As the client’s website continued feeding large volumes of information into HubSpot, it started getting cluttered and messy. The CRM overflowed with redundant data and outdated workflows. The system that was meant to help them grow was now slowing down their business operations.
Here’s what the client expected us to solve:
It was all about cleaning and reengineering existing repetitive data for performance, efficiency, and long-term growth.
Solving these challenges needed a smart plan and the right steps at the right time. So, from day one, our team focused on clarity, control, and collaboration, and came up with the following strategies:
We began with a deep audit of workflows, pipelines, integrations, and data structures to understand the full scope of the system and its issues.
We identified high-impact areas and tackled them first, delivering quick wins without overwhelming the client’s team.
Our team rolled out updates in controlled stages, reducing risk and ensuring business continuity at every step.
We conducted regular meetings to align on goals, monitor progress, and resolve blockers swiftly, keeping momentum strong. At the same time, we engaged closely with the client’s technical team to maintain alignment and promote effective knowledge sharing.
Even after improvements started, we continued guiding their team with training and advice to keep things moving forward.
This thoughtful, collaborative approach helped turn a complex situation into a clear path toward better performance.
With a clear strategy, we moved into execution and started rolling out solutions in carefully planned phases to ensure minimal disruption. Each step was customized to tackle specific challenges without compromising ongoing operations. Here’s how we approached it:
Removing unused assets, outdated configurations, and legacy setups that cluttered the system. This step laid the groundwork for better performance and easier scalability.
Next, we audited 20 connected apps and 18 private apps to ensure API stability and clean, reliable data flow. Our work involved private and public tools, including Associ8, DocuSign, ChatSpot, Slack, Stripe, GitHub, Jira, Stitch, etc.
Then, we restructured all 241 workflows, eliminating redundancies for smooth automation and making processes faster, clearer, and more efficient for the client’s team.
Throughout the project, we communicated daily with the client’s internal HubSpot team to share updates, offer training, and resolve issues in real time to ensure full alignment.
Finally, we executed a phased, step-by-step migration of emails, pipelines, and key records. This ensured high data integrity, minimal downtime, and a seamless transition to the new HubSpot environment.
By implementing each solution thoughtfully and collaboratively, we helped the client regain control of their CRM and unlock its full potential.
Implementing these strategically planned solutions resulted in delivering a cleaner HubSpot system aligned with the client’s business goals.
We cleaned up legacy assets, removed redundant configurations, and improved overall HubSpot performance. We also stabilized system integrations by auditing and resolving API connection issues across multiple apps.
Additionally, we worked closely with the client’s HubSpot team, offering continuous training, documentation, and technical support. This strengthened collaboration enabled smoother business processes, improved operational efficiency, and laid the groundwork for future growth.
What began as a system fix became a long-term capability upgrade for HubSpot and the people behind it.
a ctaWe will strategize our execution based on your requirement
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