A 3-person sales consultancy in the US with a high volume of sales calls and a long sales cycle.
Years of history in the wrong tool
Leads, the people linked to them and referral partners lived in an industry-specific CRM, with years of internal notes crammed into one long text field. After every call, someone had to type up notes and follow-ups by hand. Strict security limits ruled out the usual integrations, so we found another way to get the data into HubSpot. It was worth it: a rich CRM is what lets the team get real value from AI.
Moved the history, then took the typing away
Moved everything to HubSpot
1,081 leads, 1,179 linked contacts and 245 referral partners, each tied to the right deal.
Cleaned it on the way
960 deals renamed, 947 phone numbers fixed, 67 junk rows set aside.
Turned old notes into history
11,742 internal notes became 5,830 clean notes and 824 deal updates. With plenty of imports still to come, we also built a reusable AI skill that turns each new export into clean, ready-to-import files the team can run themselves.
Logged calls with AI
Each recorded call lands in HubSpot automatically through Claude, not workflows, with a summary, transcript and follow-up tasks.
Before and after
Before
- Data in an old CRM
- Notes crammed in one field
- Notes typed by hand
- Scores from memory
After
- One CRM
- Full history on each deal
- Calls logged automatically
- A lead score tested against the team's own scoring
More time selling, less time typing
About 50 sales calls a week now land in HubSpot with notes and next steps, and nobody retypes anything. The whole team works from one system with every lead's full history, and moving onto it let them drop around three other tools, cutting their software costs.
Why it matters
More selling time, and nothing lost. Every call, note and next step is captured without anyone typing, on a CRM rich enough for AI to be useful.
Sounds like your setup?
Tell us what's going on. We'll show you where the quick wins are on the first call.