Factor Funding Company provides accounts receivable factoring and alternative financing solutions to small and medium-sized businesses across the United States. Operating from Houston, Texas, since 1996, they help growing companies access working capital by purchasing their outstanding invoices.
Problem
Factor Funding faced a dangerous combination: broken processes, unreliable data, and zero sales consistency.
Marketing and sales execution was unreliable: over 1,400 contact records contained duplicates, invalid emails, or incomplete information. Marketing campaigns bounced. Sales reps called wrong numbers. Leadership couldn't trust any report because the underlying data was corrupt.
Their conversion funnel had a massive leak: prospects needed to download a PDF application, print it, fill it out by hand, scan it, and email it back. This created a massive drop-off point in the funnel. Every manual step bled revenue.
Previous fix attempts had wasted time and money: the company tried cleaning data themselves, writing process notes in Google Docs, and building workflows without strategic thinking. Nothing stuck.
Solution
Factor Funding needed foundation work: cleaning the data, rebuilding the architecture, and then automating with purpose. We approached this as a three-phase intervention focused on control, scalability, and execution.
×
Part 1: Foundation & Data Architecture
Conducted full HubSpot and website audits to identify every broken piece, not just symptoms, but root causes
Backed up and cleaned 1,400+ contact records, removing duplicates while preserving critical business relationships
Built segmented lists to isolate bounced emails, invalid records, and inactive prospects, turning data into usable intelligence
Created 65 custom properties to digitize their complex factoring application, eliminating the PDF bottleneck that had killed conversions
Integrated DocuSign to enable electronic signatures, replacing manual document routing that added days to close cycles
Part 2: Sales Process Design & Execution
Mapped the entire sales pipeline from first contact through signed agreement, documenting what had only existed in sales reps' heads
Built 30 marketing emails tied to specific pipeline stages, each triggered by prospect behavior rather than manual memory
Designed automated workflows for application follow-up, documentation requests, and agreement execution—removing the burden of "remembering" from sales reps
Created custom chatbot flows to qualify leads before they hit the sales team, filtering noise and routing qualified prospects immediately
Developed HTML email signatures and messaging templates to ensure every customer touchpoint looked professional
×
×
Part 3: Control Systems & Documentation
Built detailed process documentation so new team members could onboard in days, not months
Established reporting infrastructure to give leadership real-time visibility into pipeline health and sales activity
Configured lifecycle stage accuracy to eliminate guesswork about where prospects actually stood in the buying journey
Trained the team on the new systems, ensuring adoption wouldn't fail the moment we stepped away
Addressed the ProtonMail integration challenge by designing a workaround that maintained security while enabling automation
Results
Before: Unreliable data, inconsistent follow-up, manual application process, zero process documentation.
Removed days from the sales cycle: Integrating DocuSign for electronic signatures replaced manual document routing, printing, and mailing, accelerating the path from verbal agreement to signed contract
Enabled scaling without proportional headcount increases: Workflow automation handles application follow-up, documentation requests, and agreement reminders without requiring additional sales support staff as deal volume grows
Operational Impact
Improved follow-up consistency: Every prospect at the Application Received stage gets the same outreach sequence at the same intervals, ensuring no deals stall because someone forgot to follow up
Faster sales rep onboarding: New hires can reference complete process documentation showing what happens at each stage, which emails are send when, and what actions reps need to take, cutting ramp time from months to days
Strategic Impact
Real-time business visibility: Leadership can monitor pipeline health, application completion rates, and sales activity without waiting for end-of-week reports, with accurate lifecycle stages they can trust for decision-making
Single source of truth: HubSpot became the central system for sales and marketing data, ending debates about which spreadsheet had the right numbers or whose memory of the process was correct
Growth-ready systems: The documented sales process, automated workflows, and clean data architecture handle increased volume without breaking down or requiring constant manual intervention as the company scales
If you run a financial services firm or any B2B company where sales consistency matters more than marketing creativity, you face similar risks. Your data might be cleaner. The documentation of your sales process may be incomplete. But if you can't trust your CRM, can't onboard new reps quickly, or rely on people remembering to follow up, you're operating on borrowed time.
We help companies fix the foundation before it breaks under scale. Ready to assess where your revenue operations might be vulnerable?
.svg)
.png?width=60&height=46&name=Vector%20(3).png){kind=small}
