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Jayne Products: 85% Increase in HubSpot Pipeline Visibility Through Data Transformation

Utilities

11-50 Employees

Sales Hub | Marketing Hub
Jayne Products: 85% Increase in HubSpot Pipeline Visibility Through Data Transformation
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Background

Jayne Products & Struvite Removal is a B2B Industrial Cleaning Solutions located in the United States.

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Problem

Frustrated businessman in orange shirt and tie holding laptop with hand on forehead, illustrating data management challenges and workflow problems Frustrated businessman in orange shirt and tie holding laptop with hand on forehead, illustrating data management challenges and workflow problems
  • They had two separate HubSpot accounts—one for Jayne Products (environmental cleaners and degreasers) and another for Struvite Removal (specialized scale removal solutions). Their contact database was messy. They had been creating contacts in both accounts without any system, leading to massive duplication and confusion about which prospects belonged where.

  • Their HubSpot setup was barely being used. Despite having Marketing and Sales Hub subscriptions, they couldn't effectively track their deals, had no clear sales pipeline visibility, and were missing out on basic automation that could have saved them hours each week
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Solution

After going through consulting sessions with OTF, they chose to establish a three-part approach to completely restructure their HubSpot setup and transform their chaotic data into a money-making machine, which we successfully accomplished.

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Excel spreadsheet showing contact database with columns for Index, Full Name, Email, and Count of Activities. Data includes contact IDs, partially redacted names and emails, with activity counts ranging from 1 to 211, demonstrating CRM data organization and contact engagement metrics. Excel spreadsheet showing contact database with columns for Index, Full Name, Email, and Count of Activities. Data includes contact IDs, partially redacted names and emails, with activity counts ranging from 1 to 211, demonstrating CRM data organization and contact engagement metrics.

Part 1: Complete Data Restructure

  • Cleaned and standardized 3,000+ contact records across both accounts
  • Removed 578 duplicate contacts and 191 invalid email addresses using advanced deduplication processes
  • Implemented proper data validation to prevent future data quality issues
  • Created backup systems for all data modifications to ensure zero data loss

Part 2: Account Structure Optimization

  • Conducted full portal audits for both Jayne Products and Struvite Removal accounts
  • Built custom training documentation for lifecycle stages, email integration, and quotes management
  • Created segmented contact lists based on products, lead status, and engagement history
  • Optimized their sales pipeline structure to match their actual sales process
Four-step HubSpot email creation guide: Access Tool, Choose Template, Customize content, and Settings & Save. Shows navigation from Marketing > Email through template selection and module customization to final publication settings. Created by OTF for HubSpot training purposes. Four-step HubSpot email creation guide: Access Tool, Choose Template, Customize content, and Settings & Save. Shows navigation from Marketing > Email through template selection and module customization to final publication settings. Created by OTF for HubSpot training purposes.
HubSpot Deal Count by Stage report showing 45 total deals distributed across pipeline stages: Lead (Sales Pipeline) with 18 deals, Testing with 10, Closed or Lost with 8, Given Quote with 4, Contracted with 4, and Discussed App with 1 deal. HubSpot Deal Count by Stage report showing 45 total deals distributed across pipeline stages: Lead (Sales Pipeline) with 18 deals, Testing with 10, Closed or Lost with 8, Given Quote with 4, Contracted with 4, and Discussed App with 1 deal.

Part 3: Performance Tracking & Automation

  • Built "Sales Pipeline Health" dashboards showing deal counts by stage and missing critical data
  • Implemented task management with weekly due date tracking
  • Created automated reports for lead qualification and contact scoring
  • Set up SEO monitoring and recommendations system for their websites
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Results

  1. 85% Increase in Sales Pipeline Visibility: Created custom dashboards that gave them real-time insight into deal progression across both accounts
  2. 3,000+ Contacts Cleaned and Organized: Eliminated duplicates, standardized data formats, and created proper segmentation between accounts
  3. 578 Duplicate Records Eliminated: Streamlined their database to ensure accurate reporting and prevent communication overlap
  4. 100% Email Deliverability Improvement: Removed 191 invalid email addresses and implemented ongoing validation processes
  5. Custom Training System Built: Delivered specialized documentation for quotes, lifecycle management, and Gmail integration that their team uses daily

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Frustrated businessman in orange shirt and tie holding laptop with hand on forehead, illustrating data management challenges and workflow problems Frustrated businessman in orange shirt and tie holding laptop with hand on forehead, illustrating data management challenges and workflow problems