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How a Commercial Printing Company Eliminated Revenue Leakage to Achieve Predictable Growth with HubSpot

PR & Marketing Services 11-50 Employees Sales Hub | Service Hub | Marketing Hub
How a Commercial Printing Company Eliminated Revenue Leakage to Achieve Predictable Growth with HubSpot
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Background

Ink Monstr is a commercial printing and custom signage company serving B2B customers across the United States. They specialize in vehicle wraps, wall graphics, and custom installations, projects that require coordination between sales, design, production, and installation teams.
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Problem

Three separate systems were used by Ink Monstr to run their business: Pipedrive for transactions, ShopVox for quotes and production, and QuickBooks for accounting. HubSpot sat inactive while critical revenue and customer data remained trapped in external tools. 

  • Cash Flow Visibility Evaporated: Leadership discovered deals were sitting in "Job Completed" status for 7+ days without moving to final payment. They had no way to distinguish between legitimate payment terms and actual collection problems. Revenue was technically earned but not captured in reporting, making forecasting impossible and hiding potential collection issues.

 

  • Active Customers Churning Without Warning: Without integration between systems, the team manually copied data between Pipedrive, ShopVox, and HubSpot. The Aircall phone integration created duplicate contact records for every unknown caller. Active customers who hadn't ordered in six months went unnoticed until they were already lost. Sales reps had no visibility into what happened after a quote was approved.

 

  • Repeat Revenue Lost to Inconsistent Follow-Up: Review requests went out inconsistently. Re-engagement emails to past customers happened only when someone remembered. Customers waiting on artwork approval or proof reviews received follow-up based on rep availability, not business logic. There was no systematic way to identify when projects stalled or customers went silent.
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Solution

This wasn't a migration or a quick fix. Ink Monstr needed an architecture that could unify three systems, automate customer lifecycle management, and provide executive visibility without disrupting daily operations.

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HubSpot Pipedrive integration sync overview showing Deal sync processing 201 records with 159 in sync, 0 failing, and 5,266 excluded from synchronization
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HubSpot Pipedrive integration sync overview showing Deal sync processing 201 records with 159 in sync, 0 failing, and 5,266 excluded from synchronization
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Part 1: Multi-System Integration & Revenue Flow Architecture

  • Mapped how revenue actually moved through their business, not how it should move, but how it did.
  • Conducted API integration investigation between ShopVox and HubSpot to determine technical feasibility and data mapping requirements
  • Designed bidirectional sync strategy for contacts, companies, quotes, invoices, and job status
  • Migrated open deals from Pipedrive with stage mapping to preserve sales context
  • Built custom properties to capture ShopVox quote data, invoice totals, and payment status directly in HubSpot deals
  • Established Jobs custom object to track production stages separate from sales pipeline

Part 2: Customer Lifecycle Automation & Process Systematization

  • Automated the processes leadership was running manually or not running at all.
  • Built aging deal report showing time in "Job Completed" with automated weekly delivery to CEO and finance
  • Created active/inactive customer segmentation based on 180-day closed-won activity with automated re-engagement sequence
  • Designed a closed-won workflow that triggers review request immediately, then checks for completion after seven days before enrolling in follow-up campaign
  • Implemented Aircall duplicate contact resolution workflow that merges phone-only records with existing contacts based on number matching
  • Developed custom object to preserve quote submission history when contacts submitted multiple quote requests
HubSpot workflow action configuration for applying association labels to contacts, showing settings to label deals as "Last Deal" based on Last Closed Won Flag property value
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HubSpot workflow action configuration for applying association labels to contacts, showing settings to label deals as "Last Deal" based on Last Closed Won Flag property value
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HubSpot custom reporting request showing lifecycle report requirements with deal size segmentation alongside Time until closed deal report displaying contact creation to deal close metrics and deal amounts
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HubSpot custom reporting request showing lifecycle report requirements with deal size segmentation alongside Time until closed deal report displaying contact creation to deal close metrics and deal amounts
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Part 3: Real-Time Performance Tracking

  • We built reporting that answered the questions leadership was asking but couldn't answer without pulling three systems together.
  • Created five executive dashboards: Lead Management, Sales Velocity & Rep Performance, Operations Team Velocity, Customer Value & Retention, and Website Funnel Performance
  • Built 27 custom reports including lead-to-close time by rep, deal velocity calculations, customer lifetime value, work-in-progress cycle duration, and quote approval rates
  • Configured lifecycle tracking from initial lead through job completion with segmentation by deal size brackets
  • Established real-time visibility into which deals were stalled, which customers were at risk, and which reps needed support
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Results

Before: Revenue data scattered across three systems. Customer status tracked in spreadsheets. Review requests are sent manually when remembered.
After: Single source of truth for all customer and revenue data. Automated customer lifecycle management. Real-time executive visibility.

  • Financial Impact

    • Improved revenue visibility through systematic tracking: Eliminated the blind spot where completed work sat uncollected by tracking deals between job completion and final payment with automated aging reports
    • Reduced revenue leakage from stalled deals: Surfaced aging jobs in automated weekly reports to CEO and finance team, preventing completed projects from sitting unpaid indefinitely
    • Better forecasting confidence with real pipeline data: Replaced guesswork with actual deal velocity tracking and pipeline age reporting showing true sales cycle length

     

  • Operational Impact

    • Eliminated manual contact merging from phone integration: Automated duplicate resolution workflow matches phone-only records from Aircall to existing contacts, ending hours of weekly cleanup work
    • Faster lead assignment with automated routing: New opportunities trigger immediate notifications and task creation, eliminating the lag between lead creation and rep assignment
    • Systemized quote-to-job handoff between systems: ShopVox integration flows quote data, invoice totals, and payment status directly into HubSpot deals, eliminating dual data entry between sales and production

     

  • Strategic Impact

    • Single source of truth across all revenue operations: Replaced three disconnected systems (Pipedrive, ShopVox, QuickBooks) with HubSpot as the central hub, ending debates about which platform had accurate customer information
    • Data-driven decision-making capability by segment: Segmentation by rep, deal size, and customer type shows exactly where bottlenecks exist and which processes need attention, replacing gut decisions with evidence
Companies in commercial services face the same challenge Ink Monstr did: critical business logic lives in specialized systems like ShopVox, ServiceTitan, or Jobber, while HubSpot sits underutilized.
 
The solution isn't replacing those systems. It's architecting HubSpot to become the operational hub that connects them, automates what's manual, and surfaces what's hidden. If your team is managing customer data across multiple platforms, running reports manually, or discovering revenue problems after they've already cost you, we can help.
 
Book a free consultation to discuss your specific situation.

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