Over 500 workflows, many redundant or conflicting, built by many hands.
An audit of workflows, fields and dashboards, a simpler sales pipeline, and training so the team could use the new setup.
500+
workflows in their HubSpot before the audit, many of them redundant or conflicting
A fast-growing company, and a HubSpot that had grown with it.
Virtuoso QA is a fast-growing technology company. Over time, multiple users had added their own workflows and processes to its HubSpot, and the result was an environment that was complex, misaligned and hard to manage.
That showed up as poor usability, inconsistent data and reporting that did not help, all of which affected how the business ran.
Four problems, all from the same cause.
Many hands had changed the system with no common plan. Four problems followed:
- Workflow overload. Over 500 workflows, many redundant or conflicting, caused inconsistent data and slowed the system down.
- Custom field confusion. Hundreds of unnecessary fields led to reporting errors and overwhelmed users.
- Misaligned processes. Complex sales stages and manual data syncing created inefficiency and made forecasting harder.
- Ineffective dashboards. Too many inconsistent metrics left key stakeholders without anything they could act on.
The aim of the project was to find the inefficiencies, give clear recommendations and make sure the HubSpot setup matched the business's goals.
The approach
The work covered the technology and the people who use it, in three parts.
1. Clear out the complexity
Workflows were consolidated and optimised to remove redundancy and improve reliability. Custom fields and dashboards were simplified, and consistent, focused dashboards with relative filters were built to give real-time, usable insight.
2. Align the process to the business
Deal stages were reorganised so progress was easier to track. Lead routing and territory rules were updated so follow-up was prompt and marketing and sales were better aligned. Multi-year contracts moved to a single-opportunity model, which simplified contract tracking and made revenue reporting more accurate.
3. Use what HubSpot already offered
Underused features were introduced, including e-signatures and AI-powered lead scoring, along with a meeting scheduler. Tailored training made sure the team adopted the new processes.
What changed
The HubSpot setup became simpler. Consolidating workflows and data fields made it easier to use and reduced errors.
Leadership had clearer dashboards with metrics they could act on, and the team's confidence in the CRM improved through simpler processes and targeted training.
In the CEO's own words, the environment now makes sense for the business.
500+
workflows before the audit, many redundant or conflicting
Scott has been excellent for us. He quickly gained the trust of our team and delivered meaningful improvements without unnecessary work. Our HubSpot environment now makes sense for our business needs. Scott's clear recommendations and ability to implement them efficiently were game-changing.
Virtuoso chose SaaS Success for an approach that looks at how technology and people work together.
This journey started with a diagnostic. So does yours.
The Reset: sixty minutes, a written findings document, £2,500, refundable for fourteen days. What we found here, we can find in your org.
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