HubSpot Implementation & Management For Busy Businesses

Overview:

Magma, a fast-growing collaborative art platform connecting creatives to craft live digital masterpieces, needed a more robust CRM as they scaled globally. Their existing NetHunt system couldn’t keep up. They partnered with Zentavra, a trusted HubSpot Solutions Partner, to fully migrate to HubSpot, streamline lead routing, revamp their sales process, and launch targeted retargeting campaigns.

Goals:

• Migrate smoothly from NetHunt to HubSpot
• Automate lead routing to improve speed and engagement
• Align sales and marketing for stronger collaboration
• Redesign sales processes to boost conversions
• Launch smarter retargeting campaigns
• Deliver hands-on onboarding and HubSpot training

Manual Processes Holding The Team Back:
Manual lead handling and fragmented processes were slowing everything down. Relying heavily on webinars and forms, leads were manually routed to sales—causing delays, errors, and missed opportunities.

Strategy and Implementation:

As HubSpot experts, we knew the SaaS needed a custom approach. We took the time to listen and understand their existing marketing and sales processes, identifying areas where automation could drive significant improvements. We then configured the Marketing, Sales, and Service Hubs from the ground up, designing, deal pipelines, and automated sequences that aligned with their specific needs.

We implemented advanced workflows to automate repetitive tasks, streamline lead nurturing, and enhance the sales process, allowing them to focus on growth. Our team provided targeted training to ensure every team member was proficient in using HubSpot, while offering ongoing support for continuous optimization.  During the migration, we meticulously mapped data fields to ensure accuracy and reliability. We also seamlessly integrated their existing tools with HubSpot, enabling real-time data flow and maximizing operational efficiency.

Results and Impact:

• 40% boost in booked meetings

• X2 qualified leads

• 25% improvement in sales productivity

• Increased open rates by 50% and CTR by 15%

Testimonial:

⭐⭐⭐⭐⭐ "THANK YOU - Daniel has been terrific getting myself and our team up-and-running on HubSpot. The training sessions are great but even better is that we're able to email him questions and get answers within 12 hours or less. No other vendor does that for us!" - Enterprise Sales & Partnerships

Overview:

Rivo, a fast-growing Shopify app company focused on boosting retention and repeat purchases, had relied heavily on inbound leads from the Shopify App Store. To accelerate growth, they set out to build a targeted outbound program aimed at Shopify stores—requiring a scalable, structured system inside HubSpot.

Before partnering with Zentavra, Rivo’s sales team struggled with manual list building, disconnected data enrichment, inconsistent processes, and limited reporting. They had the product and inbound traction—but needed a true outbound engine.

Goals:

• Build custom outbound and cross-sell pipelines
• Integrate Clay for real-time data enrichment
• Standardize list pulling, segmentation, and workflows
• Create full-funnel reporting and dashboards
• Deliver training for long-term adoption

The Challenge:
Manual processes, fragmented data, and no clear outbound framework slowed growth and made scaling difficult. Without a system, reps faced inefficiencies and limited visibility into performance.

Our Strategy:

Zentavra built custom pipelines, automated outbound workflows, and integrated Clay to enrich and segment leads in real time. We implemented deal tagging, created dynamic list-building processes, and set up clear dashboards to track performance. Tailored training ensured the team adopted and executed with confidence.

Results and Impact:

• 220%+ growth in outbound revenue (180 days)
• 71% increase in meetings booked (30 days)
• Fully automated outbound and cross-sell workflows
• Clear dashboards for rep, campaign, and ROI tracking

Testimonial:

⭐⭐⭐⭐⭐ "Expert HubSpot Consultant – Great Experience from Start to Finish - Daniel was incredible to work with. He helped us build out workflows in HubSpot for our cross-sell and outbound pipelines, and also set up reporting functionality that’s been a huge help for our GTM team. He’s extremely knowledgeable, responsive, and clearly knows HubSpot inside and out. The project was delivered on time, with great attention to detail, and it was excellent value for money. If you're looking to optimize your HubSpot flows or get expert help with your CRM setup, Daniel is the person to call. Highly recommend!"

Overview:

Viceroy Business Development is a boutique outbound sales consultancy focused on top-of-funnel lead generation and GTM research—relying primarily on high-volume cold calling to book meetings. Their goal: deliver high-quality first meetings that drive real results.

Before partnering with Zentavra, Viceroy’s operations were bogged down by manual list management, disconnected tools, and inconsistent processes—making it difficult to scale effectively.

Goals:

• Build custom outbound pipelines and call workflows inside HubSpot
• Integrate ZoomInfo and Orum for seamless prospecting and call tracking
• Standardize lead routing, list management, and call follow-ups
• Create clear reporting for rep activity, call outcomes, and ROI
• Deliver training to support long-term adoption and execution

The Challenge:
Viceroy’s outbound process was slowed by manual ZoomInfo imports, duplicate records, and a lack of structured call tracking. Without clear systems in place, reps wasted time managing data instead of booking meetings—limiting scalability and visibility.

Our Strategy:

Zentavra built custom outbound pipelines, integrated Orum for automated call logging, and connected ZoomInfo to enrich and route leads in real time. We implemented smart call outcomes, suppression logic, and rep-specific task queues to streamline workflows and prevent double outreach. Custom dashboards gave leadership full visibility into rep performance and campaign ROI.

Results and Impact:

• 71% increase in meetings booked (30 days)
• 46% more leads created and worked through automated workflows
• 31% boost in sales productivity
• 75% reduction in manual data entry

Testimonials:

⭐⭐⭐⭐⭐ "Great learnings and HubSpot Wisdom - Daniel at Zentavra was an amazing help for my firm. We had a unique use case where we needed deep HubSpot expertise, and Daniel was not only extremely responsive, but he was incredibly knowledgeable. He is a sharp guy and knows HubSpot like the back of his hand, and he really helped my team to learn the CRM as well as implement durable processes to help our organization in outbound sales." - Co-Founder

⭐⭐⭐⭐⭐ "Top Tier CRM Consult - Daniel Gamboa was an amazing asset in the build out of our CRM system. He took the time to understand the nuance of what we were trying to do and brainstorm with us. He was integral to our understanding of HubSpot and customizing its functionality for our business. I would highly recommend a consult with Zentavra." - Director of Brand and RevOps

Overview:
A well-established leader in the construction and concrete industry, recognized the need to modernize their operations and improve sales and marketing effectiveness. Despite their long history in traditional processes, they were new to CRM systems. They turned to Zentavra, trusting us to implement and optimize HubSpot’s Marketing, Sales, and Service Hub Professional to create a unified source of truth for their business.

Goals:

• Modernize traditional processes.
• Boost sales and marketing effectiveness.
• Establish a foundation for scalable growth.
• Enhance real-time reporting capabilities.
• Integrate ERP for accurate forecasting.
• Increase the number of Marketing Qualified Leads (MQLs).
• Improve customer service response times.

Strategy and Implementation:

We began with a Customized HubSpot Implementation, tailoring the CRM setup to align with their specific business needs. Our focus was on integrating their traditional processes into a modern, efficient system that could serve as a single source of truth. Following this, we conducted Comprehensive Training for the entire company, from the president down to the sales team of 51-200 employees. This training covered sales operations and CRM best practices, ensuring that every team member could effectively utilize HubSpot, thereby establishing a strong foundation for sustained growth.

To further support their operations, we implemented Enhanced Reporting & Forecasting by integrating their QuickBooks ERP system with HubSpot. This integration provided real-time revenue forecasting and up-to-date financial reporting, enabling leadership to analyze sales and marketing data with unprecedented accuracy and insight. Finally, we focused on Marketing Strategy Optimization by revamping their event marketing strategies and setting up targeted email marketing campaigns. These efforts significantly increased their Marketing Qualified Lead (MQL) generation, driving more effective and targeted outreach.

Results and Impact:

35% Increase in Qualified Leads
25% Boost in Sales Productivity
40% Reduction in Customer Service Response Time
20% Improvement in Email Open Rates & 15% Increase in Click-Through Rates

Testimonial:

⭐⭐⭐⭐⭐ "HubSpot Integration - Daniel was very helpful in helping us begin using HubSpot. We are a small company which never had experience with a CRM. Daniel was patient as we were very inexperienced with the technology. The recorded meetings have been very helpful to refer to after training. Daniel has also helped direct us to other resources when we had questions outside of the training." - President

Overview:
A premier provider of sales training and leadership development, was underutilizing HubSpot’s Marketing Professional Hub. They needed expert guidance to unlock the full potential of their investment and streamline their marketing and sales processes. That’s where Zentavra stepped in. With our deep expertise in HubSpot, we provided the support and training they needed to maximize the platform's capabilities and drive growth.

Goals:

• Modernize traditional processes.
• Boost sales and marketing effectiveness.
• Establish a foundation for scalable growth.
• Enhance real-time reporting capabilities.
• Integrate ERP for accurate forecasting.
• Increase the number of Marketing Qualified Leads (MQLs).
• Improve customer service response times.

Strategy and Implementation:
We started with a Customized HubSpot Optimization, thoroughly assessing their existing HubSpot setup and identifying areas for enhancement. By tailoring the HubSpot configuration to their specific business objectives, we ensured they could fully leverage the features available in the Marketing Professional Hub. Following this, we provided Comprehensive Training and Support to their team, combining hands-on coaching with self-learning techniques. This approach allowed the team to grasp HubSpot best practices and apply them independently, leading to long-term value and efficiency.

To further streamline their marketing efforts, we implemented Enhanced Marketing Automation within HubSpot. This included the setup of advanced programmable automation, such as automated email campaigns designed to target leads more effectively and guide them through the sales funnel, ultimately boosting engagement and conversion rates. Additionally, we collaborated with our client to create and execute an Account-Based Marketing (ABM) Strategy. This strategy focused on identifying and targeting high-value accounts with personalized content and campaigns, significantly increasing their chances of closing key deals.

Results and Impact:
Lead conversion increased by 35%
Manual processes were reduced by 25%
Team efficiency was significantly enhanced
Engagement rates saw a noticeable rise

Testimonial:

⭐⭐⭐⭐⭐ "Daniel has been phenomenal to work with. He showed us best practices for setting up our account to take full advantage of all we paid to have unlocked and available to us. The training was part coaching, part self-learning, and incredibly effective. We couldn’t be happier with the results and the world-class support we received." - Director of Operations

Overview:

A leading full-service commercial real estate company specializing in brokerage, construction, and property management, was grappling with inefficiencies in their existing Salesforce CRM. The complexity of their multi-object Salesforce setup hindered their operations, leading them to seek a seamless migration to HubSpot. They needed a solution that would streamline their processes, accurately track and associate properties with contacts and companies, and provide comprehensive onboarding and training on HubSpot’s Sales Hub Enterprise.

Goals:

• Seamlessly transition from Salesforce to HubSpot.
• Implement effective lead routing to enhance customer engagement.
• Align and integrate sales and marketing departments for cohesive strategies.
• Revamp their entire sales process to increase conversion rates.
• Launch smart retargeting campaigns to capture and nurture leads.
• Provide comprehensive onboarding and training on HubSpot’s Marketing, Sales, and Service Hubs.

A Messy Salesforce Setup Was Dragging The Team Down:
The Marketing Director inherited a poorly implemented Salesforce setup that was slowing down their operations and causing significant bottlenecks. The complexity of the multi-object CRM, put in place by an unqualified team, led to confusion and a lack of clarity across the organization. As a result, no one was using the CRM effectively, leading to inaccurate reporting, unreliable forecasting, and an inability to make strategic decisions. This disorganized system was stifling collaboration and preventing the company from operating at its full potential. Recognizing these critical issues, they turned to Zentavra to help them regain control and optimize their CRM operations.

Strategy and Implementation:

Zentavra expertly managed the complex migration from Salesforce to HubSpot, focusing on creating a custom object for commercial properties to ensure all critical data was accurately transferred and organized. We also developed a custom object within HubSpot to track and associate properties with contacts and companies, streamlining their CRM operations.

During the migration, we identified and resolved operational inefficiencies by implementing automated workflows, reducing manual tasks, and boosting overall efficiency. We then provided comprehensive onboarding and training on HubSpot’s Sales Hub Enterprise, equipping the team to fully utilize the platform and maintain seamless operations.

Results and Impact:

Manual data entry time was reduced by 40%.
Data accuracy improved by 50%.
Qualified leads increased by 35%.
Reporting capabilities were enhanced for better decision-making.

Testimonial:

⭐⭐⭐⭐⭐ "Helpful and Knowledgeable - Daniel and the team were absolutely critical to our onboarding. They were clear in objectives and were able to pivot to our needs as they came up. Tech wise, they distilled information into layman's terms, and followed up on items that required higher tech support." - Marketing Director