The challenge
R-COM, a technical support reseller, approached us in December 2024 to modernise their CRM infrastructure. The business had outgrown its legacy setup, which relied on multiple disconnected tools — including Lotus Notes, Lead Master, and a series of Excel trackers.
This fragmented environment created operational risk and inefficiency. If Lotus Notes failed, critical data could be lost. Teams were duplicating work across systems and struggling to maintain a single source of truth.
R-COM had already invested in HubSpot Sales Hub Pro, but needed a custom implementation to integrate quoting, purchasing, and financial data into one streamlined process.
The approach
Our goal was to consolidate every core function — from quoting and purchase orders to invoicing and reporting — within HubSpot.
To achieve this, we:
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Migrated and reconciled data from Lotus Notes, Lead Master, and Xero into HubSpot, ensuring a complete five-year history of deals, contacts, and invoices.
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Integrated Invoice Stack to enable the finance team to generate and send invoices directly from HubSpot quotes.
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Developed custom templates and workflows to support R-COM’s reseller operations, including the ability to raise purchase orders and manage supplier relationships natively within HubSpot.
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Configured four key pipelines — New Business, Sales, Accounts, and Renewals — to align with their internal processes.
This configuration ensured that all teams could work from a single, reliable platform, with full visibility of every stage of the customer lifecycle.
The results
R-COM have moved from a fragmented, risk-prone setup to a centralised, efficient operation powered by HubSpot Sales Hub Pro.
The result is a simplified tech stack, reliable data integrity, and measurable time savings across every deal.
- The transformation replaced three legacy systems with one integrated HubSpot environment.
- R-COM’s team now operate entirely from HubSpot — managing quotes, purchase orders, and invoices in one place, with data synchronised to Xero. Internal communication has been automated through workflow notifications, reducing manual follow-ups and admin time.
- With 90% of R-COM’s revenue coming from renewals, automated reminders and renewal pipelines now ensure consistent retention and predictable forecasting.
- We also implemented comprehensive reporting dashboards across sales, marketing, and accounts, replacing manual forecasting with real-time visibility.