HayGuard CRM
Professional services, Milan
What needed
solving
A Milan-based professional services firm was losing an average of two full working days per new client onboarding. Once a deal was marked Won in HubSpot, an ops team member manually triggered welcome emails, created Notion workspaces, sent document request forms, and scheduled kick-off calls. With 15–20 new clients per month, the process was consuming a full-time equivalent of ops capacity — and client experience varied depending on who was handling the task.
What we built
We built a trigger-based automation that fires the moment a deal is marked Won in HubSpot. Within 2 minutes: a branded welcome email is sent to the client, a pre-populated Notion workspace is created from template, a DocuSign contract envelope is dispatched, and a Google Calendar kick-off invite is created and shared. A Slack notification with the full client brief is posted to the account manager's channel. The entire sequence requires zero manual input.
The numbers
Concrete, measurable outcomes delivered in production.
From brief to production
Discovery & scoping
We map the problem, understand the existing stack, and write a fixed-price proposal. No surprises.
1–3 DAYSBuild & weekly demos
You see working software every week. Feedback is incorporated immediately — not at the end.
2–6 WEEKSTesting & QA
Every integration is stress-tested before go-live. Edge cases handled, fallbacks in place.
3–5 DAYSGo live & handover
Full documentation, team training, monitoring setup, and 30-day post-launch support.
1 WEEKBuild something similar?
Book a free 30-minute call. We'll assess your situation and tell you exactly what we'd build — and what it would cost.