Brooke Hattie · Aug 8, 2024 · Case Studies
About this engagement
One of our client's main channels for winning business is partners who publish high-velocity job demands on their own portals. Our client submits proposals to win that work.
They brought us in to automate how those opportunities reach their CRM, so their reps could work every opportunity, not only the high-value ones they picked out by hand.
Our partnership enabled the following results:
The Challenge
To submit a proposal, the team had to check each partner portal by hand, type the details into their CRM and manage it all with no set schedule or order. It was slow, and it led reps to cherry-pick the high-value deals they felt were worth the extra effort.
Many opportunities were missed as a result, and the client had no way to size the total addressable market in these portals. They also needed a live report showing the total pipeline, the status of deal submissions and the forecasted revenue.
The Solution
We built a process that scrapes the partner portals and brings every opportunity into HubSpot as a deal, assigned to the right rep, so selecting and processing deals no longer depended on manual checks.
At a high level, here is what changed:
| Before | After | |
|---|---|---|
| Portals checked by hand, with no schedule | → | Job postings scraped daily from every partner portal |
| Details typed into the CRM by each rep | → | Deals created in HubSpot automatically, in the right pipeline and assigned to the right rep |
| Reps cherry-picking high-value deals | → | Every opportunity in the pipeline, ready to work |
| No live view of pipeline, submissions or forecast | → | Dashboards on every deal's status, value and progress |
And now, here is how we got there.
Scraping and loading the deals
A scraping process gathers job postings from the partner portals every day. An automated import brings them into HubSpot, creates each deal in the correct pipeline and assigns it to the right sales rep.
Keeping the data accurate
An ETL process keeps the data consistent and accurate, updating existing deals and adding new ones as they appear.
Reporting and training
Dashboards track the status, value and progress of every deal. We trained the client's team to manage the new system and use the reporting themselves.
The Results
In the first month of the new process, the pipeline grew 11 times over, from around $50,000 a month to $540,000. Reps spend far less time on data entry and deal processing, and the opportunities they used to miss are now in front of them.
A real-time view of the pipeline and deal statuses made it easier to forecast sales and manage quotas, and gave the client accurate data for their growth and fundraising.
Request a free consultation to see how we can help you 11X your pipeline.