Let me tell you about a business I worked with recently—we’ll call them “TechCo.” Fast-growing, great product, keen sales team, and a HubSpot portal that had gotten a bit… chaotic.
They’d been using HubSpot for over a year, and while it had potential, the reps were frustrated. Processes were clunky, the CRM was messy, and reporting didn’t reflect reality.
It wasn’t a tech issue—it was a time issue. Reps were spending hours doing manual admin. My job? Fix that.
Here’s what I did—and how we clawed back 10+ hours per rep, per week.
Step 1: Clean Up the Pipeline
TechCo’s pipeline had nine stages, many with vague names like "Considering" or "Follow-Up Needed." Reps were unsure where deals belonged, and the pipeline was full of old, inactive deals.
I worked with their Head of Sales to:
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Rename stages to reflect specific buyer actions
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Add required fields (e.g. “Next Step,” “Budget Agreed”)
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Set up automatic reminders for stale deals
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Clear out over 60 dead opportunities
🕒 Result: Less noise, clearer priorities, reps stopped chasing cold leads.
⏳ Time saved: ~2 hours/week per rep
Step 2: Stop Rewriting the Same Emails
Sales reps were manually typing the same follow-up emails again and again—post-demo check-ins, proposal emails, reminder nudges.
We fixed that by:
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Creating 6 key email templates
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Building 10 quick-access snippets for FAQs and product details
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Setting up sequences to automate outreach after inbound enquiries
🕒 Result: Less repetition, more consistency, faster follow-ups.
⏳ Time saved: ~3–4 hours/week per rep
Step 3: Automate the Admin
The team was copying data from emails into HubSpot and manually logging every meeting.
Here’s what we did:
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Integrated Calendly to log meetings automatically
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Used HubSpot email tracking properly with Gmail
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Created simple workflows to tag contacts, assign deals, and update lifecycle stages
🕒 Result: Fewer steps, no more copy-paste chaos.
⏳ Time saved: ~2 hours/week per rep
Step 4: Fix the Reporting
The Head of Sales was spending part of every Friday wrangling spreadsheets and second-guessing the pipeline.
We built:
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A clear forecasting dashboard by deal stage
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A leaderboard so reps could track performance
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A weekly pipeline review email with top-line stats
🕒 Result: No more spreadsheets, more trust in the data.
⏳ Time saved: ~1–2 hours/week for the sales manager
What Changed
We didn’t reinvent the wheel. We just cleaned it, pumped up the tyres, and made it easier to steer.
In total, the average rep got 10 hours a week back to spend on actual selling. Not admin. Not guesswork. Selling.
The reps were happier. The manager had oversight. And the whole team started trusting HubSpot again.
Here’s the Real Lesson
You don’t always need a full system rebuild. Most businesses just need:
That’s where a HubSpot freelancer can make a huge difference, fast.
They don’t need to be in your business full-time. Give them a few hours, and they can:
Need a Fixer? We Know People.
If your HubSpot setup feels more “held together with duct tape” than “sales-accelerating machine,” you're not alone.
On our platform, you can find experienced, UK-based HubSpot freelancers who’ll sort out your setup without the faff of hiring an agency.
