From Fragmented to Flourishing: How HubSpot Streamlined Advertising Operations

Case Studies

From Fragmented to Flourishing: How HubSpot Streamlined Advertising Operations

Narrate this article

3:25

Industry

Marketing Services

About the business

This client is a company specializing in managing and selling advertising spaces across retail locations.

Project Timeline

6 months

The client manages and sells advertising space across retail locations, offering brands prime opportunities to reach consumers where they shop. But behind the scenes, outdated systems and manual processes created inefficiencies, limited transparency, and hindered growth.

The problem

Fragmented systems created operational headaches. Sales and service teams wrestled with disjointed data, manual inventory management, and slow contract workflows. Customers lacked visibility, and the business struggled to scale.

Problem 1:

Disconnected tools caused duplication, poor data accuracy, and operational inefficiencies—making decision-making difficult.

Problem 2:

Without automation, delays and errors were common, leading to missed opportunities and dissatisfied customers.

Problem 3:

Customers lacked updates on placements and deliveries, eroding trust and retention.

The Solution

We implemented a centralised CRM solution, consolidating all core operations—sales, contracts, inventory, billing, and service—into one system. Custom workflows automated manual tasks, real-time inventory tracking improved accuracy, and customer-facing tools created transparency through proof-of-delivery and automated communication.

The Strategic Plan

The Implementation

Align Systems with Growth

Automate the Manual

Improve the Client Experience

Align Systems with Growth

Replace disconnected legacy systems with one integrated CRM platform.

Align Systems with Growth

Replace disconnected legacy systems with one integrated CRM platform.

Automate the Manual

Reduce human error and speed up sales cycles with automated workflows.

Improve the Client Experience

Deliver transparency through automated updates and proof-of-delivery tracking.

The Implementation

The project began by migrating fragmented data into a single CRM instance, ensuring accuracy and removing duplication. Custom objects were developed to track contracts, inventory, and payments—giving teams real-time visibility into availability and performance.

Sales and billing processes were automated, streamlining contract generation, approvals, and invoicing. This not only reduced administrative overhead but also improved cash flow with faster billing cycles.

To enhance the customer experience, we introduced automated proof-of-delivery tracking and integrated client communication tools directly into the CRM. Customers gained visibility into the status of their advertising placements, while service teams handled enquiries more efficiently with all data accessible from a single platform.

The Impact and Results

The shift to an integrated CRM system delivered immediate wins and long-term benefits.

Efficiency Gains: Manual processes were eliminated, contract processing times dropped, and administrative overhead was reduced.
Sales Productivity Boost: Sales reps could instantly check availability, forecast inventory, and close deals faster.
Customer Satisfaction Improved: Automated updates and proof-of-delivery notifications built transparency and trust.
Better Decision-Making: Unified reporting and analytics provided leadership with the insights needed to scale strategically.
Scalable Foundation: The business now has a robust, future-proof system ready to support growth and adapt to evolving demands.

What was once a fragmented, error-prone operation is now a streamlined, customer-centric ecosystem—powered by automation, accuracy, and transparency.