How IDS Media Replaced a Fragmented CRM with a Scalable HubSpot Growth System

Before touching HubSpot, we ran a crucial exercise:

• What do you like about your current CRM?

• What’s missing?

• What do you actually need day-to-day?

This helped to create team buy-in, whilst also understanding clear requirements for what HubSpot needed to, in turn creating a clear, focused implementation roadmap. Instead of forcing a system onto the business, we built one around it.

As we started working together on configuring HubSpot to their needs, we focused on:

• CRM setup and data migration

• Sales and marketing alignment

• Automation and reporting infrastructure

The goal was simple to replace fragmentation with a single source of truth.

What quickly became apparent was how the business relied on a number of pipeline-style processes:

• New enquiries and sales

• Proposals and deal progression

• Onboarding and campaign delivery

• Job applications

• Operations and finance

As such, we agreed we needed to create more than just one pipeline. Instead, they needed a system of pipelines reflecting how the business actually works. Each pipeline included:

• Automated stage progression

• Task reminders

• Data validation

• Cross-team visibility

For example:

• Deals automatically triggered follow-ups, reminders, and internal notifications

• Finance pipelines were linked to campaign start dates for invoicing automation

A key driver for the project was eliminating repetitive manual work.

We implemented automation across sales, operations and finance, including:

Sales

• Instant enquiry responses with booking links

• Meeting reminders and follow-ups

• Proposal and quote workflows

Operations

• Artwork deadline reminders

• Campaign launch notifications

• Post-campaign communication

Finance

• Invoice triggers based on campaign milestones

• Integration with accounting systems

This enabled IDS Media to become a business that runs on workflows, not manual effort.

To remove friction across teams, we connected HubSpot to core systems:

• OneDrive integration to eliminate file duplication and manual uploads

• Accounting integration (e.g. QuickBooks) for invoice visibility and automation

• Quotes and eSignature functionality to replace manual documents

This meant:

• Sales could close faster

• Finance had real-time visibility

• Operations had everything in one place

We replaced the existing website forms with HubSpot forms designed for:

• Better data capture

• Clear segmentation

• Automated routing

For example:

• Conditional logic based on user type (advertiser vs landlord)

• Automatic assignment to relevant team members

• Pipeline creation based on form inputs

This ensured every lead was qualified, routed, and acted on immediately