The Challenge
As OLIO Development Group expanded its operations, the company managed five distinct business lines: Construction, Real Estate, Leasing, Development, Facilities
Despite their operational complexity, the team relied on a manual process built in Smartsheets to manage leads and opportunities across all business lines.
Using a single spreadsheet to coordinate multiple revenue streams created several operational issues.
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First, data integrity became a recurring problem. Team members frequently edited deals within the wrong business line, which created confusion and required constant manual corrections.
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Second, opportunities tied to the same customer were difficult to manage simultaneously. In cases where a client had multiple projects across different services, such as Raising Cane's, deals were often mismanaged or partially lost in the process.
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Finally, the lack of structure made consistent follow-up extremely difficult. OLIO estimated that nearly 40 percent of incoming leads were not properly tracked or followed up, which created a direct impact on revenue opportunities and internal visibility.
The company needed a structured system that could support multiple lines of business without sacrificing clarity, accountability, or operational flexibility.
The Solution
Triario implemented HubSpot over a two-month engagement, replacing OLIO’s manual system with a centralized and structured revenue platform.
The implementation focused on aligning HubSpot with OLIO’s operational structure rather than forcing the business into a generic CRM model.
Dedicated pipelines for each business line
Triario created five custom sales pipelines, one for each business line: Construction, Real Estate, Leasing, Development, Facilities
Every pipeline was configured to match the working style and operational needs of the manager responsible for that line of business. This ensured adoption while preserving the nuances of each team's workflow.
For example, the Real Estate pipeline required a Letter of Intent (LOI) document at a specific deal stage, a key requirement unique to that process.
Extending HubSpot beyond sales
As adoption increased, OLIO launched a second engagement with Triario to add a sixth custom pipeline, further embedding HubSpot into the company’s operational infrastructure.
Once the sales pipelines were fully operational, OLIO expanded their use of HubSpot to support post-sale project management. This allowed the team to maintain continuity between the sales process and project delivery while preserving the full history of each client engagement.
The Results
Dramatically improved lead tracking
With clearly defined pipelines and structured deal management, OLIO significantly improved its ability to track and manage incoming opportunities.
- Untracked leads dropped from approximately 40 percent to 12 percent
- A 28-point improvement in lead accountability
This shift allowed the team to maintain full visibility over their sales pipeline and reduce the risk of missed opportunities.
Greater operational clarity across business lines
Each department now operates within a dedicated pipeline tailored to its workflow. This eliminated confusion between business units and ensured that deals are tracked in the correct context from the start.
A unified system for sales and project continuity
By extending HubSpot into post-sale project tracking, OLIO created a connected system that maintains the full lifecycle of client engagements. Sales, project management, and leadership teams now operate from the same source of truth.
With HubSpot now embedded across multiple areas of the business, OLIO Development Group has established a scalable operational structure capable of supporting continued growth across its diverse construction and development services.
The collaboration between OLIO and Triario demonstrates how a thoughtfully designed CRM architecture can transform fragmented manual processes into a structured revenue engine.
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