With fragmented tools, manual workflows, and mounting inefficiencies, Promptly suffered for scalability. Marketing ran on Mailchimp, sales on Apptivo, and reporting was a patchwork effort. HubSpot Enterprise Hubs changed everything. By consolidating systems, automating workflows, and providing real-time insights, Promptly experienced a significant boost in deal pipeline value, a remarkable surge in email engagement, and notable operational efficiencies. With HubSpot, Promptly transformed inefficiency into growth and set the stage for scalable success.
Managing a growing business often brings complexities, and for Promptly, these complexities were starting to create hindrances. As a leader in their field, they relied on tools like Mailchimp for marketing and Apptivo for sales, while reporting processes were manually stitched together. While these systems had supported their initial growth, they became a challenge as the business expanded.
Over time, operational costs increased, workflows became more cumbersome, and the lack of integration between tools led to fragmented data. It was clear that Promptly needed a solution that could unify its processes, enhance efficiency, and provide a solid foundation for continued success. The answer was HubSpot Enterprise Hubs, a comprehensive solution that streamlined operations, automated key processes, and set them on a trajectory for sustainable growth.
The Challenge: Tools That Weren’t Pulling Together
As a growing business, Promptly relied on tools like Mailchimp for marketing and Apptivo for sales, but these platforms were becoming a hindrance. The systems didn’t integrate, leading to fragmented data and increased operational costs. Major challenges included:
- High Costs with Low ROI: Managing separate tools meant paying for redundant features and managing systems that didn’t communicate with each other.
- Fragmented Data: Marketing and sales operated in silos, making it difficult to track leads and generate meaningful insights.
- Manual Processes: Lead routing, deal assignments, and campaign segmentation were done manually, wasting valuable time.
- Limited Reporting: The tools had poor reporting capabilities, blinding teams to pipeline performance and campaign results.
These inefficiencies made it clear that Prompt needed a unified solution to streamline processes and enable growth. The answer was HubSpot Enterprise Hubs.
The Solution: HubSpot Enterprise Hubs as the Unified System
We introduced HubSpot Enterprise Hubs as a one-stop solution to turn these challenges into opportunities.
Step 1: Bringing Everything Under One Roof
We consolidated all marketing and sales operations into HubSpot. Mailchimp and Apptivo were retired, and all customer records, deals, and sales pipelines were seamlessly migrated into HubSpot, ensuring no data loss or disruption. This centralization allowed Promptly to manage everything from one platform.
Step 2: Automating What Matters
We eliminated manual processes that had bogged down the team for too long:
- Lead Routing: Custom workflows automatically assign leads to the correct sales director based on region, saving hours of manual work.
- Data Synchronization: Deals, contacts, and companies were automatically updated, ensuring consistency and eliminating data duplication.
- Lead Nurturing: We created tailored sequences to engage prospects and keep them moving through the sales funnel.
The team’s time was freed up to build relationships and close deals.
Step 3: Making Insights Accessible and Actionable
With HubSpot, Promptly gained clear, real-time insights via custom dashboards. The dashboards tracked:
- Pipeline Performance: Monitoring open and closed deals.
- Sales and Marketing KPIs: Key metrics were easily accessible, providing transparency.
- Engagement Metrics: Email responses and lead activity were tracked, helping the team make data-driven decisions.
Instead of manually generating reports from different tools, teams could access everything in HubSpot.
Step 4: Empowering the Team for Success
A platform is only as good as the team using it. We delivered hands-on training to ensure Promptly’s team could maximize HubSpot’s capabilities. This included:
- Best practices for using HubSpot tools like sequences, templates, and ad management.
- Guidance on running campaigns, segmenting leads, and monitoring performance.
By the end, Promptly’s team wasn’t just using HubSpot—they were leveraging it to drive results.
The Results: From Chaos to Clarity and Growth
The transition to HubSpot didn’t just streamline operations—it delivered measurable, tangible results:
1. Revenue Growth
With a structured sales process, automated workflows, and enhanced visibility, Promptly experienced significant improvements:
- A clear pipeline with high-value deals ready for closure.
- Streamlined processes that replaced slow, manual deal management.
- A measurable impact on closed deals and overall business efficiency.
The shift to HubSpot marked a turning point, bringing order to chaos and setting the stage for continued growth.
2. Time Saved, Efficiency Gained
- Automated lead routing ensured no leads fell through the cracks, and team responsiveness improved dramatically.
- Processes that once took hours—like deal assignment and quote generation—were now completed in minutes.
3. Better Engagement, Faster Follow-Ups
In just 30 days, Promptly’s email engagement skyrocketed:
- 238.2% increase in replies, with the team receiving 301 email responses.
This wasn’t just an activity but a meaningful engagement that led to real opportunities.
4. Cost Savings
By replacing Mailchimp and Apptivo with HubSpot, we promptly reduced costs while gaining a far more powerful, unified solution.
HubSpot didn’t just pay for itself—it delivered ROI that exceeded expectations.
The Impact: A Future-Ready Platform for Growth
With HubSpot Enterprise Hubs, Promptly transformed their operations and unlocked new possibilities for growth:
- Seamless Data Management: All historical and real-time data now lives in one place, providing a unified view of customers and deals.
- Advanced Automation: Lead routing, nurturing workflows, and data synchronization keep processes smooth, efficient, and error-free.
- Insights That Drive Action: Custom dashboards offer deep visibility into performance, enabling better decisions and strategic planning.
- Scalable Systems: HubSpot provides the flexibility and tools Promptly needs to continue growing without hitting operational bottlenecks.
The transformation has been significant, with HubSpot significantly contributing to Promptly’s ongoing success.
Promptly’s Takeaway
The team’s reaction? Renewed clarity and confidence. Here’s what Mark Babbitt, Director of Strategy at Promptly, says about their experience: “We’ve taken advantage of Marketing, Service, and Sales Hubs, and the folks at INSIDEA helped us get everything going.”
The Bottom Line: One Platform, Infinite Possibilities
Promptly’s story proves that when tools are consolidated, processes are automated, insights are accessible, and growth follows naturally. HubSpot Enterprise Hubs gave them the clarity, efficiency, and power they needed to unlock their full potential.
If your team struggles with disconnected tools or manual workflows. Don’t just settle; upgrade now. Let’s work together to build your success story with HubSpot. Get in touch with INSIDEA!
