Case Study : Seamless CRM Migration from Copper to HubSpot
About the Client
The client is a rapidly growing SaaS company serving over 500 businesses across North America. They specialize in providing innovative software solutions to streamline operations for their customers. To keep up with their growth and enhance their sales and marketing efforts, the client needed to migrate from Copper CRM to HubSpot. Their goal was to leverage HubSpot’s advanced automation, analytics, and reporting capabilities to better manage leads and improve customer engagement.
Business Requirements
The client’s primary requirements for this project included:
– Migrating 50,000+ customer records, deals, and historical data from Copper CRM to HubSpot with zero data loss.
– Setting up workflows and automation to streamline lead assignment, follow-ups, and deal management.
– Training their 50-member sales and marketing teams on using HubSpot efficiently.
– Minimizing disruptions to ongoing business operations during migration.
– Ensuring data integrity and maintaining existing customer relationships throughout the transition.
WRD’s Approach
WRD collaborated closely with the client to understand their goals and challenges. The team executed the migration and integration project in three key phases:
1. Planning and Strategy
– Conducted workshops with stakeholders to map Copper CRM data structures to HubSpot’s schema.
– Performed a comprehensive audit to identify duplicate or incomplete records and establish rules for data cleaning.
– Created a detailed migration strategy with milestones to ensure a seamless transition without interrupting daily operations.
2. Data Migration and Customization
– Developed a custom migration tool to extract, clean, and import data into HubSpot while maintaining relationships between leads, contacts, and deals.
– Configured HubSpot’s automation features for lead nurturing, deal tracking, and email campaigns tailored to the client’s sales cycle.
– Customized dashboards and reports in HubSpot to provide actionable insights for sales and marketing teams.
3. Testing, Training, and Support
– Conducted rigorous pre-launch testing to ensure all data was accurately migrated and workflows were functioning as expected.
– Delivered tailored training sessions for different team roles to ensure quick adoption of the new system.
– Provided 24/7 post-launch support to resolve any issues and implement additional improvements based on user feedback.
Technologies Used
– CRM Platforms: HubSpot, Copper
– Data Migration Tools: Custom Python scripts for extraction and mapping
– Automation Features: HubSpot Workflows, Sequences, and Templates
– Visualization Tools: HubSpot Dashboards and Reporting Add-ons
Key Features Delivered
– Data Migration: Accurate transfer of 50,000+ customer records, sales opportunities, and historical interactions.
– Automation: Lead scoring, nurturing, and follow-up workflows tailored to customer journeys.
– Reporting: Real-time dashboards for sales performance and pipeline insights.
– Customization: Bespoke deal stages, email templates, and campaign tracking modules.
Results Achieved
– Improved Efficiency: Automated lead assignment reduced response times by 30%, leading to faster conversions.
– Increased Sales Pipeline Value: A 25% increase in the value of monthly sales opportunities within the first three months.
– Enhanced Team Productivity: Sales and marketing teams saved 15+ hours per week by eliminating manual data entry and follow-up processes.
– Data Insights: Advanced analytics enabled more accurate forecasting and informed decision-making.
Conclusion
WRD successfully delivered a seamless CRM migration and customized HubSpot setup that transformed the client’s sales and marketing processes. The project enhanced operational efficiency, provided robust automation capabilities, and equipped the client with the tools needed to scale their business effectively.
