From Spreadsheet Chaos to Board-Ready Pipeline in 6 Weeks
HubSpot Implementation & RevOps Foundation — $2.8M ARR Cybersecurity SaaS, Austin TX
A Series A cybersecurity SaaS company based in Austin, TX that had just raised $9.2M. They sold a compliance automation platform to mid-market companies with 200-2,000 employees. The team had grown from 3 to 14 people in 6 months, including 5 new sales reps and a Head of Marketing hired directly from a competitor.
Their CRM situation was a mess. The CEO had set up HubSpot Free during the seed stage and it had barely been touched since. Pipeline was tracked in a Google Sheet that the VP of Sales updated manually every Monday morning. When their lead investor asked for pipeline coverage ratios during a board meeting, the VP of Sales had to admit the number was "directionally correct but not exact." That was the breaking point.
Specifically, they were dealing with: zero automation — every lead that came in through the website sat in a shared inbox until someone claimed it. No lead routing, no assignment rules, no SLAs. The average response time to inbound leads was 47 hours. Marketing had no attribution — the Head of Marketing couldn't prove which campaigns were generating pipeline because nothing was tracked in the CRM. And the 5 new reps each had their own system — one used Notion, two used spreadsheets, one used Apple Notes, and one actually tried to use HubSpot but gave up because nothing was configured.
We ran a 6-week implementation sprint. Week 1: Full audit of their existing data (2,400 contacts across 3 spreadsheets and HubSpot Free), defined the data model, lifecycle stages, and deal stages with clear exit criteria. Weeks 2-3: Migrated and deduplicated all contacts, configured HubSpot Sales Pro, built pipelines, set up required fields at each stage, implemented lead routing (round-robin by territory with a 15-minute SLA alert). Weeks 4-5: Built 12 core workflows including lead assignment, lifecycle stage automation, closed-lost reason capture, and a marketing attribution model. Connected their website forms, Calendly, and ZoomInfo. Week 6: Built 3 dashboards (pipeline health, marketing performance, board metrics), trained the entire GTM team, and documented everything in a playbook.
"We went from a board meeting where I was embarrassed by our data to one where our investors said we had better pipeline visibility than companies twice our size. That shift happened in 6 weeks."— VP of Sales
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