Transition from HubSpot to Zoho One for HotVisa

About the client

Company: HotVisa.
Client’s website: https://www.hotvisa.com.ua/

HotVisa specializes in providing visa services, assisting clients in obtaining visas for the USA, the UK, Canada, Australia, Japan, and South Korea. The company offers a personalized approach to each client, analyzing their situation and selecting the appropriate type of visa. With 15 years of experience and a high level of professionalism, HotVisa has achieved a 98% visa approval rate.

The client reached out with a request to find an alternative to HubSpot🟠

The client had been using HubSpot and had accumulated a large amount of data in the system. Due to the lack of certain automation features, reporting, and the high subscription cost, the client contacted us for help in selecting a more powerful CRM alternative.

This project required speed and professionalism, as the HubSpot subscription was ending by the end of the year, and we needed to quickly transition to a new system.

What we did and how the process of transitioning to the new system went 🟢

• • Analysis of the current HubSpot settings: We reviewed the client’s existing HubSpot setup to understand the limitations and areas for improvement.
  • In-depth interviews to analyze business processes: We conducted detailed interviews with the sales and account management (support) departments to better understand their workflows and requirements.
  • Process documentation: We documented the business processes in a simple document and created a “roadmap” for transitioning to the new system with clear dates. A key challenge was ensuring that the new system was up and running by January 2nd, so that analytics could start being collected in the new system.
  • System setup according to the client’s processes: We configured the new CRM system based on the specific processes of the client, ensuring a seamless transition.
  • Website integration: We integrated the website to ensure that all inquiries would be captured in the CRM with UTM tags for proper tracking.
  • Telephony integration: We integrated telephony into the system to ensure all calls would be recorded and accessible.
  • Sales and support key performance indicators (KPIs): We set up the necessary KPIs for the sales and account management departments to track performance effectively.
  • Advanced analytics setup on Zoho Analytics: We set up advanced analytics on Zoho Analytics to provide deeper insights into the business performance.
  • SendPulse integration: We integrated the SendPulse system to ensure that inquiries from Instagram would be captured in Zoho CRM automatically.
  • Custom interface design for managers: We developed a personalized interface design for the managers to enhance their user experience and improve efficiency.
  • Client data security setup: We configured the system to secure the client database, ensuring that no one could delete or export data without authorization.
  • Training: We conducted training sessions for all employees and the manager to ensure they were fully equipped to work with the new system.

  Result 🎯

  The client received a convenient and functional system for scaling sales and marketing.

  As a result, managers now have an easy-to-use program for managing their customer base, scheduling reminders, while the manager can control the department based on numbers and plan for scaling.

  Challenges encountered in the project 🏋️

  It was necessary to transfer hundreds of thousands of records to the system by the launch date.
  To do this, we wrote a software script for data migration, but the process itself took several days, which required a clear start date to ensure a smooth transition from one system to another.
  During the migration, the connection was interrupted several times due to system limits, but our development team successfully handled the task.

  Why does the client need a CRM?

  A CRM system in the sales department helps ensure organization, automation, and process analytics, which ultimately leads to increased team efficiency.

  What is a CRM? It’s a smart program that replaces a paper notebook and significantly simplifies life. It helps to:

  1. Store all data in one place. Customer contacts, interaction history, documents, and tasks — everything is at hand, nothing gets lost.
  2. Remind about important events. The CRM automatically notifies about meetings or tasks that need to be completed.
  3. Save time. Instead of searching for necessary information in records or emails, you’ll find it with just a few clicks.
  4. Monitor team performance. Easily check who is responsible for what and at what stage each commercial offer is.
  5. Improve customer service. Clients always receive timely updates on the status of their orders, which increases their trust.

  And the best part — the CRM works on your smartphone! 📱

  Thanks to the mobile app, you can view information, add new tasks and contacts, and communicate with clients directly from your phone. Even when you’re on the go or in a meeting, all important data is always at hand.

  CRM isn’t complex technology, but a convenient tool for organizing work that makes sales more efficient.

  🎯 Why choose us?

  1. We focus on results.
  2. We use the “from simple to complex” methodology in processes.
  3. We design solutions with people in mind first.
  4. The experience of hundreds of projects gives us broad insight, allowing us to solve your tasks with a result of 11 out of 10.

  👉 Leave a request for a free consultation for your business. We’ll conduct a quick audit of your processes and prepare several system options with demonstrations of all capabilities.