The Challenge
Despite its position as a data-driven leader in the educational consulting space, the company’s rapid scaling outpaced its operational infrastructure. mainly their sales and marketing systems. They were using a single, cluttered pipeline where deals often got stuck, lost, or lacked a clear owner.
Because most of their work was done manually and they hadn't defined the steps a customer takes from "lead" to "sale," their data was unreliable. The lack of lead scoring meant all leads were treated equally, causing missed opportunities and inefficiency. Even though they invested in powerful software like HubSpot, their disorganized setup made it impossible to grow efficiently or make smart, data-driven decisions.
The Solution
To fix the chaos, the company partnered with Triario as their RevOps partner to redesign how they handle customers. They moved away from one big, messy list and created a structured system.
Our CRM experts team mapped out every step a customer takes, from the first click to the final sale, ensuring all departments agreed on when a lead was ready to move from marketing (MQLs) to sales (SQLs). They added automation to handle repetitive tasks and made sure every team member knew exactly what information was required at each step. This took the guesswork out of the daily routine.
In a second phase, the team introduced Lead Scoring. This system automatically ranked leads based on how well they fit the company and how much interest they showed. This allowed the sales team to stop chasing every lead and start focusing on the ones most likely to buy.
The Results
The partnership led to a total operational transformation, moving the company from a "startup chaos" environment to a sophisticated, data-driven machine.
- Operational Efficiency: By optimizing over 200 HubSpot workflows, the team drastically reduced manual work. The shift from one unwieldy pipeline to two specialized tracks eliminated confusion and allowed the sales team to work faster and more effectively.
- Data Reliability: With standardized stages and required data fields, reporting accuracy improved overnight. Leadership can now rely on real-time forecasting to make informed business decisions.
- Increased Conversion: The introduction of lead scoring and prioritization completely changed how the team sold. By focusing on the highest-quality opportunities first, the company saw a direct increase in conversion rates and overall efficiency.
With a solid foundation now in place, the company is no longer held back by technical debt. They are now fully equipped to scale advanced, data-driven campaigns and achieve long-term, sustained growth.
