The client is a multi-division industrial services company specializing in water systems and equipment projects across several subsidiaries. Their business involves both product sales and complex service delivery, with teams spanning sales, project management, engineering, and field operations. Managing distinct pipelines, coordinating cross-subsidiary projects, and delivering consistent client experiences had become increasingly challenging. The team had outgrown their fragmented tech stack and struggled to adapt HubSpot’s rigid structure to their evolving needs.
With multiple lines of business operating under the same parent company, the client required several critical capabilities. They needed separate pipelines for each subsidiary, while maintaining shared contact and account data that could be accessed across sales, operations, and project teams. They also needed seamless handoffs from sales to project delivery, along with cross-team visibility into pipeline, workload, and project status.
HubSpot’s limitations created significant friction. Managing subsidiaries required complex workarounds and disconnected project management tools. As a result, teams often relied on manual exports, spreadsheets, and redundant data entry to bridge the gaps. Important details were missed, processes were inefficient, and opportunities for improvement were lost.
Our team implemented a custom monday.com CRM and work management system designed to reflect the client’s real-world workflows.
We built separate CRM workspaces for each subsidiary, each with tailored pipelines, automations, and reporting. All subsidiaries now share a centralized database of contacts and accounts, enabling all teams to access up-to-date client information.
Automated handoffs between sales and project delivery were established. When a deal is marked as won, the system generates the appropriate project boards automatically, using pre-built templates that reflect the client’s delivery processes.
Dynamic reporting and dashboards were introduced to provide leadership with real-time visibility across the entire sales and delivery cycle. Permission structures were implemented to ensure team members only access the data relevant to their roles, keeping the system streamlined and easy to navigate.
This unified solution eliminated the need for external tools and reduced complexity across the business. Sales, operations, and project management teams now collaborate within a connected, purpose-built platform.
The results of this transformation have been significant.
The client reduced the time required for sales-to-delivery handoffs by 50 percent. What previously took days of manual coordination now happens automatically.
Adoption of the new system has been universal, with sales, project managers, and leadership teams all working from a single source of truth.
Duplicate data entry has been reduced by 70 percent, thanks to shared databases and linked boards.
Onboarding for new team members is now much faster. With clearer workflows and visual boards, new employees are productive in weeks rather than months.
Most importantly, the client is now prepared to scale. They can easily launch new subsidiaries, create new pipelines, and adjust processes in monday.com without the limitations that constrained them in HubSpot.
