HubSpot RevOps Automation for a B2B Services Company
Rebuilt HubSpot lead attribution, deal automation, contract signing, onboarding, and reporting while recovering lead sources lost at booking.
Read the projectSales operations
Keep leads moving. Make follow-up dependable.
Connect lead capture, routing and CRM updates to the way your team sells. Give reps the right context and make missed handoffs visible.
- 20–30 minute review
- No preparation needed
- One workflow mapped
Start with a defined scope. Explore the relevant package.Automation Sprint
Organizations we’ve worked with
- Airbnb
- TheAMLab
- Hood
- NAMA
- Klaro
- GoBoon
- Studio Arlington
Where selling time leaks
The sales admin your team is doing by hand
Every one of these is admin a system should own. Today, it comes straight out of selling time.
The diagnosis
All six are one problem: reps doing the coordination their tools were supposed to do. Remove that one job, and selling time comes back with it.
- 01Slow lead responseInbound leads waiting overnight to be assigned and worked because routing and first response happen by hand.
- 02Manual CRM updatesReps re-keying activity, stages, and notes instead of selling.
- 03Pipeline hygieneStale deals, missing fields, and wrong stages that no system keeps clean.
- 04Approvals and contract handoffsDeals stalling as discount approvals, quotes, and contracts move between people and tools manually.
- 05Follow-ups that slipNext touches on open deals that depend on a rep remembering to send them.
- 06Manual reportingPipeline and forecast numbers stitched together from exports every week.
Live sales runtime
One lead, zero manual admin
Follow one lead through the system. It is scored and routed on arrival, then CRM update, pipeline hygiene, quote handoff, and live reporting run automatically — every action is confirmed, no one re-keys activity, and the pipeline stays clean.
The runtime sequence
- 1Lead scored and routed to the right rep in seconds
- 2CRM record created, enriched, and kept current
- 3Hygiene enforced continuously — stale deals flagged
- 4Quotes and handoffs driven by defined logic
- 5Pipeline and forecast stay live, never stitched from exports
What stays human
The system does not sell. Relationship building, discovery calls, negotiation — the conversations that close deals stay with your reps. The system clears the admin around those conversations so reps walk in prepared instead of catching up on data entry.
- Relationship selling and negotiation → always a rep
- Non-standard deals pause to a person with full context
- The rep decides, the system records it and moves the deal
ILLUSTRATIVE WALKTHROUGH
A lead arrives, but the usual owner is unavailable
- 01
Check the record
Match the incoming lead against existing contacts before creating another record.
- 02
Route with a fallback
Apply territory and ownership rules, then escalate or reassign if the owner cannot respond.
- 03
Verify the next action
Record the assignment and notify the rep. Track the response separately from the notification.
A notification is not a sales response. Assignment, follow-up and exceptions need separate checks.
PUBLISHED PROJECTSee the work
See the work
behind the approach.
A published example of related work. Your systems, scope and acceptance checks are agreed separately.
Pick your workflow
See the admin disappear
Pick the one that costs the most — today on the left, as a production system on the right. A representative pattern; your map will be exact.
Today — by hand
- 1Lead lands in a shared inboxsits overnight
- 2Someone triages it against the CRM by hand15 min each
- 3Ownership decided in a Slack threadping-pong
- 4Rep copies the details into the CRMre-keyed twice
- 5First touch depends on someone rememberingoften never
Days to first response · 5 manual touches
With the system
- Lead scored and classified on arrivalAI + rules
- Routed to the right rep instantlyauto
- CRM record created and enrichedauto
- Rep notified in Slack with full contextauto
- First touch scheduled and confirmedverified
Minutes to first response · 0 manual handoffs
Works with the tools you already run
No rip-and-replace — the system wires into your stack.+ any tool with an API
- HubSpot
- Salesforce
- Pipedrive
- Apollo
- Outreach
- Slack
- Gmail
- Calendly
- PandaDoc
- Google Sheets
- Zapier
- Make
How it works
The capabilities that deliver it
Sales Operations Automation is built from three engineering capabilities working together.
Primary
Automation
Routing, CRM sync, hygiene, and handoff logic that moves deals forward without manual admin.
RoutingCRM syncHygieneHandoffs
Explore capabilitySupportingAI Systems
Lead scoring, routing decisions, and next-action selection for the sales calls that stay manual today.
Lead scoringPrioritizationNext action
Explore capabilitySupportingIntegration
The connective layer that keeps your CRM, quoting, and reporting tools in sync instead of your team.
CRM ↔ quoting syncReliable APIsShared state
Explore capabilityDo the math
How much selling time goes to admin?
Slide to your reality. This is only arithmetic — the review tells you which of those minutes a system can actually own.
5300
130
Admin overhead
10hrs/week
≈ 460 hours a year spent triaging leads and re-keying the CRM instead of the conversations that close deals.
Planning estimate based on the inputs above, not a forecast of savings.
Assumes ~46 working weeks a year. We will tell you which of those hours a system can own — and which it should not.
How we deliver
From manual admin to running system
Four steps, and each one hands you a concrete artifact — not a status update.
- 01 · Discover
Map the sales motion
We trace how leads, deals, and reporting move today — who touches them, where they stall, and which steps are manual.
You get
A map of how your sales motion really runs
Done when
The costliest sales workflow is chosen, its constraint named
- 02 · Design
Design the system
We define routing rules, CRM sync, hygiene checks, handoff logic, and the AI decisions that remove admin.
You get
The system design — routing, sync, hygiene
Done when
Every handoff has an owner — human or system
- 03 · Build
Build and connect
We build the automation and wire it into your CRM, quoting, and reporting stack with production safeguards.
You get
A running automation in your sales stack
Done when
The first real lead flows end-to-end
- 04 · Operate
Operate and verify
We ship with monitoring and verification so every deal action is confirmed and your pipeline stays clean.
You get
Monitoring with every deal action confirmed
Done when
Agreed workflow, alert and recovery checks pass
Is this the right starting point?
Where Sales Operations Automation fits
We would rather map the wrong workflow out than sell you a system you do not need.
Good fit when
Start here- Leads and follow-ups slip through the cracks because intake and routing happen by hand
- CRM hygiene is manual — reps re-key activity, stages, and notes to keep records current
- Qualification and routing follow predictable rules you could write down
- You can point to one sales workflow that costs the most time today
Not a fit when
Not yet- Sales is purely relationship-driven enterprise dealmaking with no repeatable process
- No CRM or system of record exists to build the automation against yet
- You need a go-to-market strategy consult, not a system that runs the motion
- Every deal is bespoke, so no routing, qualification, or hygiene rules apply
Not sure which side you are on? Most teams aren’t — until the workflow is mapped.
YOUR FIRST ENGAGEMENT
Start with the gap between lead and next action.
Choose one lead source and a clear destination. Agree who owns the lead, what happens next and how your team sees exceptions.
Start with a conversation
Show us a recent lead, your CRM stages and where follow-up or record updates depend on memory.
An example helps; a finished specification is not required.
BEFORE IMPLEMENTATION
Know what you are agreeing to.
- A lead-routing and ownership map
- Agreed follow-up rules and CRM field mappings
- A first-release scope with duplicate and failure checks
We agree the scope, delivery approach and price before implementation. Where discovery is needed, its scope and fee are agreed first.
Workflow execution can be checked. Revenue and close rates also depend on your offer, lead quality and sales process.
BEFORE YOU GET STARTED
Sales Operations Automation questions
Scope, delivery and what happens next. The details that help you decide.
A RELEVANT WAY TO WORK WITH US
Automation Sprint
Turn a defined workflow into an agreed automation scope. Review the package, deliverables and eligibility before choosing your next step.
Explore Automation SprintAsk about your projectHow do you handle lead ownership and duplicates?
We agree identifiers, matching rules, territory or ownership logic and fallback routing before implementation. Ambiguous matches can go to review rather than creating or overwriting records automatically.
Does faster routing guarantee more sales?
No. Routing and follow-up execution can be measured, but revenue also depends on lead quality, the offer and your sales process. We agree operational checks without promising a close-rate increase.
Can approvals stay with our managers?
Yes. Discount, contract or other approvals can remain with authorised people. The workflow carries the relevant context, records the decision and escalates when an agreed deadline is missed.
What happens before implementation starts?
We review the intended outcome, existing systems and dependencies, then agree deliverables, acceptance checks, responsibilities and price. If discovery is needed first, its scope and fee are agreed separately before that work begins.
How long will the work take?
The delivery plan depends on scope, access, integrations and review dependencies. We agree milestones after that assessment rather than promise the same timeline for every system.
What access or preparation do you need?
Bring an example of the workflow or user journey and an overview of the systems involved. We agree the access needed for the work. Do not send passwords or private customer data through the enquiry form.
What happens after handover?
Handover, documentation, defect coverage and any ongoing support follow the chosen offer and written scope. New features, additional integrations and continuing maintenance are not assumed to be included.
Start here
Start with the sales workflow that costs the most
We will map one manual sales workflow, find the real constraint, and show you the first system to build.
20–30 minutes · No preparation needed · Not ready for a call? Send a note instead