HubSpot Migration from Excel Operation Management
HubSpot Migration from Excel Operation Management
Supavest, a real estate finance company helping buyers invest in property through SMSFs, needed to digitise their operations and improve process efficiency. They partnered with Vanillah to transition from a manual spreadsheet-based system to a fully automated, scalable digital platform.
Supavest, a real estate finance company helping buyers invest in property through SMSFs, needed to digitise their operations and improve process efficiency. They partnered with Vanillah to transition from a manual spreadsheet-based system to a fully automated, scalable digital platform.
Completed Q3 2024 - Sydney, Australia
Completed Q3 2024 - Sydney, Australia
Completed Q3 2024 - Sydney, Australia
3x
Client
Supavest
CAtegory
Real Estate & Finance
Software
Python Miro Excel Google Sheets
outcomes
Deals Object Custom Objects HubSpot API Workflows Calculated Fields
Key Challenges
Manual Data Management: Operations and accounts teams had to manually update and review spreadsheets, leading to delays and potential errors.
Lack of Workflow Automation: No structured stage-based checklists, causing critical tasks to be missed and delaying deal closures.
Limited Customer Communication: Investors and partners often faced delays in updates, leading to frustration and confusion.
Scaling Limitations: As deal volume increased, it became impossible to efficiently track and manage operations with spreadsheets.
Manual Data Management: Operations and accounts teams had to manually update and review spreadsheets, leading to delays and potential errors.
Lack of Workflow Automation: No structured stage-based checklists, causing critical tasks to be missed and delaying deal closures.
Limited Customer Communication: Investors and partners often faced delays in updates, leading to frustration and confusion.
Scaling Limitations: As deal volume increased, it became impossible to efficiently track and manage operations with spreadsheets.
Manual Data Management: Operations and accounts teams had to manually update and review spreadsheets, leading to delays and potential errors.
Lack of Workflow Automation: No structured stage-based checklists, causing critical tasks to be missed and delaying deal closures.
Limited Customer Communication: Investors and partners often faced delays in updates, leading to frustration and confusion.
Scaling Limitations: As deal volume increased, it became impossible to efficiently track and manage operations with spreadsheets.
Our Solutions
Data Structuring & HubSpot Migration
Designed a custom data model for HubSpot to support Supavest’s operations.
Completed Data Mapping & ETL Process to migrate the data from the spreadsheet to the new data model using the HubSpot API.
Developed automated Real Estate pipelines to track progress from Deal Closed Won to Build Complete.
Operational Efficiency & Workflow Automation
Implemented stage-based automation, ensuring key data points were collected at each phase.
Integrated HubSpot with the sales, accounting, and compliance teams to provide a single source of truth for all deals.
Developed custom notifications and reminders for the team to prevent delays.
Investor Communication & Transparency
Built automated email notifications to update investors on project Build Progress.
Reduced the number of manual enquiries following up on the status of an investors build progress.
Improved response time and ensured consistent, structured communication.
ABN Verification & Compliance Automation
Integrated an ABN validation tool within HubSpot to ensure compliance and automate key verification steps. Vendors, partners, and investment entities are all verified against the ABR automatically
CHECK OUT OUR ABN TOOL HEREAutomated notifications to the accounts team for entities with cancelled ABNs or GST deregistration.
Developed custom reporting dashboards for the finance team to track project status in real-time.
Data Structuring & HubSpot Migration
Designed a custom data model for HubSpot to support Supavest’s operations.
Completed Data Mapping & ETL Process to migrate the data from the spreadsheet to the new data model using the HubSpot API.
Developed automated Real Estate pipelines to track progress from Deal Closed Won to Build Complete.
Operational Efficiency & Workflow Automation
Implemented stage-based automation, ensuring key data points were collected at each phase.
Integrated HubSpot with the sales, accounting, and compliance teams to provide a single source of truth for all deals.
Developed custom notifications and reminders for the team to prevent delays.
Investor Communication & Transparency
Built automated email notifications to update investors on project Build Progress.
Reduced the number of manual enquiries following up on the status of an investors build progress.
Improved response time and ensured consistent, structured communication.
ABN Verification & Compliance Automation
Integrated an ABN validation tool within HubSpot to ensure compliance and automate key verification steps. Vendors, partners, and investment entities are all verified against the ABR automatically
CHECK OUT OUR ABN TOOL HEREAutomated notifications to the accounts team for entities with cancelled ABNs or GST deregistration.
Developed custom reporting dashboards for the finance team to track project status in real-time.
Data Structuring & HubSpot Migration
Designed a custom data model for HubSpot to support Supavest’s operations.
Completed Data Mapping & ETL Process to migrate the data from the spreadsheet to the new data model using the HubSpot API.
Developed automated Real Estate pipelines to track progress from Deal Closed Won to Build Complete.
Operational Efficiency & Workflow Automation
Implemented stage-based automation, ensuring key data points were collected at each phase.
Integrated HubSpot with the sales, accounting, and compliance teams to provide a single source of truth for all deals.
Developed custom notifications and reminders for the team to prevent delays.
Investor Communication & Transparency
Built automated email notifications to update investors on project Build Progress.
Reduced the number of manual enquiries following up on the status of an investors build progress.
Improved response time and ensured consistent, structured communication.
ABN Verification & Compliance Automation
Integrated an ABN validation tool within HubSpot to ensure compliance and automate key verification steps. Vendors, partners, and investment entities are all verified against the ABR automatically
CHECK OUT OUR ABN TOOL HEREAutomated notifications to the accounts team for entities with cancelled ABNs or GST deregistration.
Developed custom reporting dashboards for the finance team to track project status in real-time.
Process
1️⃣ Discovery & Process Mapping
🔍 Conducted deep-dive workshops with Supavest’s operations and accounts teams to understand:
Their goals, existing workflows, pain points, and manual processes.
The key data points required for accounts, operations, legal, sales, and investor tracking.
The biggest bottlenecks and friction causing delays in delivery.
🗺 Mapped out the entire operational workflow, defining:
• The end-to-end investor journey, from inquiry to fund disbursement.
• Stage-based checklists to ensure no critical tasks were missed.
• Key automation points to reduce manual work and improve visibility.
2️⃣ Data Structuring & Migration Strategy
📊 Data Audit & Cleanup:
Reviewed all spreadsheet data to remove duplicates and inconsistencies.
Created a structured data model tailored for HubSpot’s CRM.
Prepared a Data Dictionary to clarify each and every field, what it's used for and conditions on when it should be displayed in HubSpot Objects and Views
⚙ Migration & HubSpot Setup:
Developed an ETL process to extract, transform, and load spreadsheet data into HubSpot using the HubSpot API and Python.
Tested the migration in a sandbox environment, ensuring accuracy before full implementation.
This enabled re-migration capability, allowing adjustments if needed.
3️⃣ CRM Build & Automation Development
🔄 Deal Pipelines & Stage-Based Automations:
Built customized HubSpot pipelines for both sales and operations teams.
Implemented automated task triggers to notify users at key stages.
Designed custom views and object records to be easily managed by the team.
📨 Investor Communication Automation:
• Developed automated email sequences to keep investors informed at every stage.
• Integrated status update notifications, reducing support inquiries and delays.
• Enabled self-serve investor access to check their deal progress in real time.
1️⃣ Discovery & Process Mapping
🔍 Conducted deep-dive workshops with Supavest’s operations and accounts teams to understand:
Their goals, existing workflows, pain points, and manual processes.
The key data points required for accounts, operations, legal, sales, and investor tracking.
The biggest bottlenecks and friction causing delays in delivery.
🗺 Mapped out the entire operational workflow, defining:
• The end-to-end investor journey, from inquiry to fund disbursement.
• Stage-based checklists to ensure no critical tasks were missed.
• Key automation points to reduce manual work and improve visibility.
2️⃣ Data Structuring & Migration Strategy
📊 Data Audit & Cleanup:
Reviewed all spreadsheet data to remove duplicates and inconsistencies.
Created a structured data model tailored for HubSpot’s CRM.
Prepared a Data Dictionary to clarify each and every field, what it's used for and conditions on when it should be displayed in HubSpot Objects and Views
⚙ Migration & HubSpot Setup:
Developed an ETL process to extract, transform, and load spreadsheet data into HubSpot using the HubSpot API and Python.
Tested the migration in a sandbox environment, ensuring accuracy before full implementation.
This enabled re-migration capability, allowing adjustments if needed.
3️⃣ CRM Build & Automation Development
🔄 Deal Pipelines & Stage-Based Automations:
Built customized HubSpot pipelines for both sales and operations teams.
Implemented automated task triggers to notify users at key stages.
Designed custom views and object records to be easily managed by the team.
📨 Investor Communication Automation:
• Developed automated email sequences to keep investors informed at every stage.
• Integrated status update notifications, reducing support inquiries and delays.
• Enabled self-serve investor access to check their deal progress in real time.
1️⃣ Discovery & Process Mapping
🔍 Conducted deep-dive workshops with Supavest’s operations and accounts teams to understand:
Their goals, existing workflows, pain points, and manual processes.
The key data points required for accounts, operations, legal, sales, and investor tracking.
The biggest bottlenecks and friction causing delays in delivery.
🗺 Mapped out the entire operational workflow, defining:
• The end-to-end investor journey, from inquiry to fund disbursement.
• Stage-based checklists to ensure no critical tasks were missed.
• Key automation points to reduce manual work and improve visibility.
2️⃣ Data Structuring & Migration Strategy
📊 Data Audit & Cleanup:
Reviewed all spreadsheet data to remove duplicates and inconsistencies.
Created a structured data model tailored for HubSpot’s CRM.
Prepared a Data Dictionary to clarify each and every field, what it's used for and conditions on when it should be displayed in HubSpot Objects and Views
⚙ Migration & HubSpot Setup:
Developed an ETL process to extract, transform, and load spreadsheet data into HubSpot using the HubSpot API and Python.
Tested the migration in a sandbox environment, ensuring accuracy before full implementation.
This enabled re-migration capability, allowing adjustments if needed.
3️⃣ CRM Build & Automation Development
🔄 Deal Pipelines & Stage-Based Automations:
Built customized HubSpot pipelines for both sales and operations teams.
Implemented automated task triggers to notify users at key stages.
Designed custom views and object records to be easily managed by the team.
📨 Investor Communication Automation:
• Developed automated email sequences to keep investors informed at every stage.
• Integrated status update notifications, reducing support inquiries and delays.
• Enabled self-serve investor access to check their deal progress in real time.
Solutions
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Taro is here to solve those challenges. With 14 unique pages specific designed for personal publishing, it offers a straight forward, intuitive way to showcase your work. Whether you're sharing your portfolio, blog, or creative projects, Taro simplifies the process with its user-friendly interface and customizable design.
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How do you approach Client branding projects?
can I get support if I need help with your products?
What services do you offer as a design agency?
What industries do you specialize in?
Can you provide examples of your previous work?
Will you walk me through your design process?
What software and tools do you use for your designs?
How do you approach Client branding projects?
can I get support if I need help with your products?