How Did Vested Enable Scalable Growth for an Engineering Firm?

This HubSpot onboarding prioritized operational clarity, ensuring the engineering firm had the systems, structure, and data required to scale intentionally. This approach resulted in four foundational outcomes that now support day-to-day operations and long-term scalability:

What Challenge Was the Engineering Firm Facing?

The primary challenge facing the engineering firm was scaling aggressively while operating without centralized systems, resulting in disconnected Excel-based processes and limited operational visibility.

Key challenges included:

• Client, deal, and project data spread across multiple spreadsheets with no single source of truth

• Limited visibility into active opportunities, projected revenue, and delivery workload

• No clear separation between sales activity and active engineering projects

• Manual handoffs that increased the risk of missed details as deal volume increased

As the firm looked to scale, these gaps created operational risk and made it difficult for leadership to confidently plan, forecast, and allocate resources.

How Did Vested Implement the Firm’s First HubSpot CRM?

Vested implemented the firm’s first CRM by migrating historical customer and company data from spreadsheets into HubSpot and configuring the platform to support sales execution, project delivery, and executive reporting.

This implementation included:

• Importing existing contacts and companies from Excel-based tracking systems

• Cleaning and mapping data to eliminate duplication and inconsistencies

• Establishing standardized properties such as job title, lead source, and record ownership

• Configuring default views and layouts to support daily usability across teams

By replacing spreadsheet-based tracking with a centralized CRM, the firm gained a reliable system of record that supports both day-to-day operations and long-term scalability.

How Were Sales and Project Pipelines Structured In HubSpot's CRM?

Sales and project pipelines were structured as connected but distinct workflows that clarified revenue progression, improved handoffs, and increased executive-level visibility.

Sales Pipeline

• Designed to track opportunities from initial inquiry through proposal, decision, and close

• Standardized deal stages to create consistency across the sales team

• Enabled clearer ownership, forecasting, and pipeline health reporting

Project Pipeline

• Captured closed deals as active projects for delivery tracking

• Allowed leadership to monitor scheduled, in-progress, and completed engineering work

• Provided real-time visibility into workload and delivery status separate from sales activity

This dual-pipeline structure eliminated confusion between selling and delivering work while giving leadership a complete view of revenue and execution.

How Did Data Collection Support Future Sales and Marketing Efforts?

Data collection supported future sales and marketing efforts by standardizing required fields, improving consistency, and ensuring the CRM could be used for segmentation, reporting, and outreach.

Vested:

• Defined required fields across contacts, companies, and deals

• Standardized lead source, relationship, and ownership tracking

• Ensured data captured during sales and project work could be reused for reporting and outreach

With these structures in place, the firm can confidently analyze performance and ROI, segment audiences, and activate future marketing initiatives without rebuilding its CRM foundation.

What Outcomes Were Achieved Through This HubSpot Onboarding?

The onboarding resulted in operational clarity and scalable readiness by replacing manual processes with structured systems designed for growth.

As a result, the engineering firm gained: 

With these foundations in place, the firm is positioned to scale without introducing operational friction or data inconsistency.

Partner With Vested Marketing

At Vested Marketing, a HubSpot Diamond Partner, we help engineering firms and other complex organizations build scalable systems before growth demands them.

Through HubSpot CMS onboarding, sales and project pipeline design, and inbound marketing enablement, we create connected ecosystems that support long-term visibility, efficiency, and revenue growth.

If your organization is ready to move beyond disconnected tools and manual processes, Vested Marketing is ready to help. Let’s build the systems that support your next phase of growth!

About Vested Marketing

As a certified HubSpot Partner Agency, we not only understand the benefits of using the inbound marketing platform to increase traffic and engagement, improve SEO, generate leads, design effective websites and boost sales, we know how to make it happen.

We are inbound marketing experts, SEO gurus and top-notch website developers.

Our team of Engineers Turned Marketers can help get you noticed - for a more innovative and effective way to reach customers, or provide a more seamless way for companies to find your services. Inbound Marketing has no limit to industry, serving from Crypto & NFT, mining, oil and gas, technology & automation, engineering, technology, construction, healthcare, specialty pharmacy, to industrial & manufacturing.