💼 About the client
Company: US healthcare provider
Industry: Healthcare and regenerative medicine
CRM stack: Salesforce to HubSpot Sales, Marketing and Revenue Hubs
Project: Complete HubSpot implementation with Salesforce migration, lead management, sales automation, payments and reporting
Cellaxys needed to move its commercial operation from Salesforce into HubSpot while redesigning the sales process around how its patient-care and sales teams actually work.
This was not simply a data import. The new portal needed to capture and qualify leads, route them between setters and closers, manage appointments, issue quotes, take refundable deposits, nurture lower-intent prospects and give leadership reliable pipeline reporting.
🚫 The challenges
- Salesforce held the existing commercial records, but the new HubSpot system needed a clean data model rather than a copy of the old setup.
- Leads arrived through multiple routes, including website forms and Meta, without one consistent qualification and ownership process.
- Setters and closers needed different responsibilities, scoring thresholds and handoff automation.
- The team needed separate in-person and virtual booking routes with confirmations and reminders.
- Quotes, signatures and refundable deposits needed to live inside the commercial workflow.
- Lifecycle stages, lead stages and deal stages needed to work together without becoming interchangeable.
- Leadership needed reporting across lead volume, conversion, pipeline health, revenue forecasting and rep activity.
- Clinical information needed to remain outside HubSpot, with HubSpot holding commercial and contact information only.
🚀 The solution