How a 55-Branch Landscaping Company Consolidated Three Sales Tools Into One HubSpot CRM
Client Overview
Mole Street implemented HubSpot Enterprise CRM for Yellowstone Landscape, consolidating Salesforce, Excel, and Dynamics into one CRM. HubSpot deals now connect to Aspire opportunities and Proposify proposals, and sales goals roll up from each rep to region and company.
Yellowstone Landscape is one of the largest commercial landscaping providers in the United States. It serves more than 5,000 customers, from corporate campuses and resorts to schools, hospitals, and municipalities. The company provides landscape maintenance, design, and installation through 55 branches nationwide.
Client: Yellowstone Landscape
Industry: Commercial Landscaping Services
Solution Delivered: Enterprise CRM implementation, data migration, system integrations, and sales process enablement
HubSpot Products Used: HubSpot Enterprise CRM Suite, integrated with Aspire and Proposify
Timeline: October 2022 – August 2023
Client Contact: Jerry Unger, CRM Administrator
Key Outcomes
55 Branches on One CRM
Sales for every branch runs in one HubSpot CRM. Each branch tracked deals its own way before.
3 Tools Consolidated
Salesforce, Excel, and Dynamics were migrated into HubSpot, so sales is logged and reviewed in one place.
2 Systems Connected
HubSpot exchanges deal and opportunity data with Aspire and finalizes proposals in Proposify.
3 Levels of Goal Reporting
Yearly revenue goals roll up from each rep to region and company in HubSpot reports.
4 Standard Proposal Templates
Maintenance, construction, residential, and tree care proposals follow one format in every region.
120 Sales Users
Sales users work from one system with training playbooks built inside HubSpot.
Jerry Unger
CRM Administrator
The Challenge
By 2022, Yellowstone Landscape sold through 55 branches that did not share one sales process. Salesforce, Excel, Dynamics, and a partial HubSpot setup each held part of the pipeline. Reps duplicated entries, proposals varied by region, and leadership had no consistent way to compare sales with goals. The company needed one system that every sales rep used each day.
Reps Entered the Same Deal Twice and Risked Errors in Won Contracts
Sales reps and administrators duplicated data across systems. Each extra entry added a chance for a wrong contract value or property record. Errors in won deals became harder to catch.
Three Tools and a Partial Setup Left No Two Branches Comparable
Pipeline data sat in Salesforce, Excel, Dynamics, and a partial HubSpot setup. Each branch and region handled deals differently, so leadership could not compare one branch with another.
Proposals and Contract Approvals Varied by Region and Waited on Email
Proposals followed different formats by region. After a client approved, the rep emailed a win form to a contracts mailbox. An administrator re-entered it in a win portal and compared it with the production system by hand.
Leadership Could Not Compare Actual Sales With Yearly Goals
Each sales rep carried a yearly new-revenue goal, but progress was tracked in individual spreadsheets. Reporting was manual and time-consuming. Regional and company leaders had no consistent view of actual sales against goals.
Growth by Acquisition Kept Adding Branches to the Sales Process
Acquired branches had to be added to the sales process and to the production system as the company grew. Without a repeatable method, each addition risked a new set of tracking differences.
Only 15% of Sales Reps Used a CRM, Leaving Pipeline Data Incomplete
Only 15% of the sales team actively used CRM software. Most deal activity never reached a shared system, so leadership managed the pipeline from partial data.
Key Deliverables
CRM Implementation
HubSpot Enterprise CRM with custom pipelines for each line of business and one deal, contact, and company structure.
Data Migration
Sales data from Salesforce, Excel, and Dynamics consolidated into HubSpot across 55 branches.
Aspire Integration
A HubSpot deal creates the matching Aspire opportunity, with a custom Property object and an approval step for new properties.
Proposify Templates
Standard proposal templates for maintenance, construction, residential, and tree care work, finalized in Proposify.
Goal and Forecast Reporting
Yearly revenue goals per sales rep, with Quota Attainment and Sales Goals and Forecast reports.
Sales Training Playbooks
A Yellowstone-specific training outline and in-HubSpot playbooks for creating companies, contacts, deals, estimates, and proposals.
The Solution
Mole Street partnered with Yellowstone Landscape to implement HubSpot Enterprise CRM. The CRM was then connected to the systems sales depends on. The work centered on one deal model, connected systems, consistent proposals, and goal reporting. Each phase, starting with the Columbus branch, moved more branches onto the same process.
Connected HubSpot Deals to Aspire to End Duplicate Entry
A deal that reaches the estimate stage in HubSpot sends its details to Aspire, which creates the matching opportunity. Reps enter a deal once. A custom Property object, approved by the Aspire team before creation, keeps new properties accurate.
Consolidated Three Tools Into One HubSpot CRM Across Branches
Data from Salesforce, Excel, and Dynamics was migrated into HubSpot in waves, starting with Columbus. Custom pipelines for each line of business give every branch the same deal, contact, and company structure.
Standardized Proposals and Contract Approval for Every Region
Standard Proposify templates replaced region-specific proposals. A deal stage alerts the contracts administrator, who checks the deal against the Aspire opportunity before it is marked won. Nine roles receive the win notice.
Built Goal Reports From Each Rep to the Company
Each sales rep has a yearly new-revenue goal in HubSpot. Quota Attainment and Sales Goals and Forecast reports roll results up to region and company. Leadership compares actual sales with goals from the same deals.
Automated Branch Onboarding for Acquired Locations
Workflows assign a region automatically from the branch a rep selects. Property and opportunity creation was adjusted for newly acquired branches, so each addition follows the same steps.
Equipped Sales Reps With Playbooks Built Into HubSpot
Mole Street wrote a Yellowstone-specific training outline and playbooks inside HubSpot. They cover creating companies, contacts, deals, estimates, and proposals, plus logging activity and using reports.
Before and After Mole Street
Sales Tools
Before
Salesforce, Excel, Dynamics, and a partial HubSpot setup
After
One HubSpot Enterprise CRM
Impact
One place to log and review sales
Deal Entry
Before
Entered in the CRM tools and again in Aspire
After
A HubSpot deal creates the Aspire opportunity
Impact
Less duplicate entry
Proposals
Before
Different formats by region
After
Standard Proposify templates
Impact
Consistent proposals
Won-Deal Check
Before
Win form emailed, re-entered, and compared by hand
After
Deal stage alerts the contracts administrator to check against Aspire
Impact
Won revenue is checked before it counts
Goal Tracking
Before
Individual spreadsheets per rep
After
Yearly goals rolled up from rep to region to company
Impact
Actual sales compared with goals at every level
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