How Did a Logistics Company Transform Operations with HubSpot's Service Hub?

This transformation streamlined daily operations, automated order management, and enhanced visibility for both internal teams and customers. The result was a repeatable process that improved response times, accountability, and overall logistics efficiency.

What challenges did the logistics company face before using HubSpot Service Hub?

The logistics company struggled with outdated spreadsheet systems that made order tracking and team coordination inefficient.

Before partnering with Vested Marketing, the logistics team relied on two massive spreadsheets with multiple sheets to track orders and manage representative activities. This system caused daily friction as information was scattered, updates were missed, and follow-ups were inconsistent.

The core challenges included:

• Lack of proper tracking: No clear record of order history or customer activity.

• Multiple disconnected tools: The team used Outlook, Excel, and Teams, creating inefficiencies and communication gaps.

• Poor coordination: Manual updates often led to duplicate efforts and delayed responses.

• Limited visibility: Without automation, it was impossible to view real-time order progress or team workload.

This outdated process wasn’t scalable, and the company needed a modern, centralized solution to manage customer requests efficiently.

How did Vested Marketing approach the problem?

Vested Marketing conducted a detailed process assessment to identify inefficiencies and mapped out a scalable solution using HubSpot Service Hub Professional.

Our first step was to understand the logistics company’s existing workflows and pinpoint where time and visibility were being lost. Through collaborative consultations, we designed an implementation plan focused on efficiency, repeatability, and automation.

Our approach centered on three key principles:

1. Understand the process before digitizing it.

2. Build scalable, repeatable systems.

3. Empower the team through training and adoption.

What solutions were implemented to replace spreadsheets and improve ticketing efficiency?

We implemented HubSpot Service Hub Professional to centralize tracking, automate ticket routing, and unify communication within one streamlined system.

To eliminate manual spreadsheet tracking, we deployed a customized HubSpot Service Hub environment designed for logistics operations. The solution included:

• Customized Pipelines: Created multiple pipelines to manage orders from initiation to completion with clear stage visibility.

• Shared Inbox: Centralized all customer communication into one location for faster response times.

• Pipeline Stages and Automation: Configured automations to route tickets to the right team members based on order stage and type.

• Email Templates with Personalization Tokens: Improved customer communication consistency and efficiency.

• Comprehensive Training: Ensured all users were proficient in using the CRM, ticketing, and automation tools.

By replacing spreadsheets with structured pipelines and workflows, the logistics team gained real-time visibility, faster response times, and fewer manual errors.

What were the measurable outcomes after implementing HubSpot Service Hub?

The logistics company achieved faster order tracking, improved coordination, and automated workflows that saved hours of manual work each week.

After full adoption, the company experienced measurable results:

Improved
Tracking

Orders and activies could now be tracked in real time with full visibility

Streamlined Processes

Consolidating multiple systems into HubSpot reduced tool-switching and manual entry

Enhanced Coordination

Teams collaborated more efficiently with shared access to pipelines and communication threads.

Automation & Customization

Repetitive tasks were automated, allowing the team to focus on  relationships instead of data management

These improvements created a repeatable process for scaling logistics operations that could be applied across additional teams and regions.

What did the client say about their HubSpot implementation experience?

The logistics company’s leadership credited HubSpot and Vested Marketing with transforming their daily operations.

“Our HubSpot implementation has helped organize almost every daily function required by our customers. By removing the need for spreadsheets and manual processes, we’re now able to schedule communication with customers, dealers, and end receivers far more efficiently.”

— Director, Enterprise Operations

This testimonial reflects the tangible benefits of moving from reactive management to proactive coordination powered by HubSpot automation and Vested Marketing’s proven onboarding process.

How can other logistics companies achieve the same results?

By partnering with Vested Marketing, any logistics company can replicate this success through a tailored HubSpot Service Hub implementation.

The same framework that transformed this logistics team can be replicated across similar operations. Vested Marketing’s proven process of discovery, implementation, customization, and training ensures every client receives a scalable CRM system that supports long-term growth.

Whether managing ticketing, customer communication, or order tracking, HubSpot Service Hub provides a central hub for efficiency and insight.

Learn More with Vested Marketing

At Vested Marketing, a HubSpot Diamond Partner, we help businesses overcome operational bottlenecks and modernize their workflows with HubSpot’s full suite of tools. Just as we helped this logistics company replace spreadsheets and streamline communication, we can transform your processes with a repeatable, data-driven CRM strategy.

Our team leverages HubSpot’s new Breeze tools to simplify adoption and improve visibility across your marketing, sales, and service operations. Combined with our expertise in Answer Engine Optimization (AEO) and Inbound Marketing, we ensure your digital presence performs across both human search and AI-driven platforms.

Through our Loop Marketing methodology, we close the gap between data, content, and conversion, helping your business continuously attract, engage, and retain customers through measurable, interconnected campaigns.

Let’s build your next success story together because with Vested Marketing, your growth is our mission.
Contact us today to start optimizing your operations.

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.