CONSTRUCTION - HVAC
HVAC Company Saves 4,100+ Hours Annually with Custom HubSpot Integrations
This commercial HVAC company moved from Ciright to HubSpot, integrated BuildOps with Snowflake, and fully automated its multi-way commission calculations. The result: 4,100+ hours saved annually and real-time visibility across every deal and project.
360°
pipeline
visibility
100%
automated multi-way commission calculations
4,100+
hours saved
annually
About HVAC Company
This company is a representative and integrator of commercial HVAC mechanical systems and related equipment.
Industry: Manufacturing
Number of Employees: Less than 100
Time on HubSpot: 1+ year
Challenge
Project Overview
This HVAC company is highly successful, but their tech stack was holding them back. After years of operating in outdated, lagging systems, the leadership team recognized it was time to invest in more capable tools to realize the immense value of their current team and pipeline.
Their previous CRM (Ciright) took more than a minute to load a contact record and lacked the ability to customize, search, build reports, or easily export data. The teams’ frustration was growing as they were forced to rely on manual spreadsheets and documents for critical operations like bids and commission payments.
The leadership team decided a change was necessary to improve processes, better develop key relationships, and give their team back time to focus on their most important work.
Pain Points
- Operating in outdated, lagging systems
- Team dissatisfaction with tools and low user adoption of them
- Lack of transparency between client records and projects
- No pipeline visibility, growth, or profit tracking within the old systems
- Inability to customize, search, or build reports within the previous CRM (Ciright)
- Heavy reliance on manual spreadsheets and documents for quoting and commission calculations
Business Goals
- Achieve clear reporting for pipeline status, quotes, and commissions.
- Strong team adoption of the new HubSpot CRM and project management software
- Reduce the substantial time spent on manual work, specifically quotes, reporting, and commissions.
- Connect HubSpot CRM with project management tool (BuildOps)
- Create custom quoting and commission split structure in the new CRM
Solution
The company made a strategic decision to tackle both their CRM migration and project management platform transition simultaneously. Rather than dragging out the pain across two separate implementations, they chose to move quickly and decisively. They partnered with Denamico because of our experience integrating complex systems and our focus on building solutions that teams actually want to use.
The first step was migrating years of customer and deal data from their legacy CRM. The old CRM made it nearly impossible to export data cleanly, so we architected custom solutions to migrate the data to HubSpot without losing critical historical context. When the Denamico team finished setting up their pipeline, the numbers they saw were so high they had to double check them. They were amazed that a company doing that level of business had never been able to see it clearly.
With the legacy data in HubSpot, we turned to the larger challenge: creating a single source of truth between their CRM and their new project management platform, BuildOps. Working together, we built a custom integration using Snowflake that syncs data between BuildOps and HubSpot every 15 minutes, ensuring contact records, deal progress, and project status stay aligned.
As the team transitioned to BuildOps, they discovered it couldn't handle their sophisticated pricing logic, including multiple variables, margin requirements, and cost considerations. Because they had a real-time integration, we could extend HubSpot's capabilities to fill the gap. Our team developed custom deal properties and logic that automatically calculate line items based on cost, margins, and multiplier variables. Now sales reps can build professional, multi-page quotes directly in HubSpot instead of wrestling with spreadsheets and Word documents.
The architecture designed for quoting immediately solved another ongoing challenge: commission calculations. Now, HubSpot calculates gross margin contributions and allocates percentages on multi-way deal splits across account ownership and buying roles. What once required manual spreadsheet work and days of verification now happens automatically. This provides the finance team with reliable reporting and the team with transparency into their earnings.
• Migration of legacy data from Ciright CRM to HubSpot CRM.
• Custom integration architecture between BuildOps ↔ Snowflake ↔ HubSpot for near-real-time data syncs every 15 minutes.
• Custom quoting tool in HubSpot with automated calculations based on cost, multiplier, and margin variables.
• Advanced commission structure in HubSpot that calculates split commissions across up to three people based on account ownership and buying roles, which is currently exported for monthly payments.
• Ability to create quotes directly in HubSpot, replacing the manual processes and inaccuracies.
Hubs Implemented
Sales Hub Professional
Operations Hub Professional
Marketing Hub Professional
Migrations
Ciright
Integrations
BuildOps
Snowflake
Impact
The team gained pipeline visibility, clear views on how deals are splitting for fast and accurate payments, allowing them to focus on what they do best: serving their clients.
Automated calculations for complex line items generate fast, highly accurate bids and quotes, dramatically reducing the manual time spent on reporting, calculations, and tracking.
The integration between BuildOps and HubSpot helps the team create custom reports and search all contacts, deals and projects in seconds, boosting organizational efficiency.
Let's Talk Success!
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Whether you're new to HubSpot or looking to optimize your current instance, let's explore how you can streamline your operations and drive better results.