The Challenge
Non-existent CRM where the database was spread out along multiple sheets
- Needed to consolidate operations in a way that would free up the team’s time but remain accurate.
Management needed a reliable forecasting tool that would allow a view into sold amounts and revenue amounts.
- Reporting by product was not enabled anywhere outside of spreadsheets and forecasting was tedious.
The biggest hurdle was implementing flight schedules into the HubSpot Instance
- Flight schedules is the term used for the specific media service purchased by each client.
- Each service is delineated by market and month it is running.
- The flight schedules are, ultimately, how the company recognizes revenue and there is a need to know the amount closed versus the amount of revenue.
The Solution
Migration
- Migrated the entire operation over to HubSpot, allowing management to decide the sales team’s ownership of portfolio, new lead distribution and deal customization based on specific sales cycles.
Flight Schedules
- Automated the creation of flight schedules for each deal according to the detailed criteria added at the line item level.
- Created a custom object for Flight Schedules in order to accurately and automatically track the services due to each client any given month.
- Through Make.com created a formula-based integration that calculates the number of flight schedules for any combination of line item + month, resulting in the auto creation of a custom record to track delivery of the service.
Reporting
- Year-over-year reporting trends on sold amounts versus revenue amounts.
- Sales forecasting dashboard to track activity and sold amounts by product.
The Impact
Better Visibility & Team Performance
- The management team has visibility into sales trends, activity and forecasting by product, which allows them to view gaps and properly strategize to meet goals.
- Management is also able to better gauge team performance at a glance, without having to review multiple spreadsheets at a time.
Single Source of Truth
- The sales team has a single source of truth where they can see their performance, amount sold, revenue and ultimately, understand goal attainment in real time.
Automation
- Flight schedules used to be created manually - sometimes dozens per deal - and gave way to a lot of human error. Now the automatic creation of flight schedules has freed up the finance team’s time to focus on account payables and receivables.
![Schematic - Switch Box](https://blog.revpartners.io/hs-fs/hubfs/Schematic%20-%20Switch%20Box.png?width=606&height=1310&name=Schematic%20-%20Switch%20Box.png)
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