Case Study
Streamlining Success: Migrating Prime PEO Brokers to HubSpot with Confidence
Challenge
Prime PEO Brokers operates in the professional employer organization (PEO) industry, offering brokerage services that connect businesses with suitable HR and payroll outsourcing solutions. With a growing portfolio and a heavy reliance on client relationships, Prime PEO Brokers required a modern CRM capable of streamlining operations, enhancing visibility, and automating communications.
Their existing CRM infrastructure, however, was outdated, lacking standardized workflows, templates, and integrated reporting features. Recognizing these gaps, Prime PEO Brokers engaged No Bounds Digital to lead a comprehensive migration to HubSpot.
Prime PEO Brokers faced a high-stakes data migration: the transfer of over 15,000 contact and company records, 200+ deals, and multiple layers of tasks, notes, email templates, workflows, and reports. The existing CRM lacked standardization, making the mapping process complex. Compounding the challenge, certain legacy platform access issues delayed extraction, and finalizing field mappings required detailed coordination between teams to avoid misalignment in the newly built system.
Goals
The project aimed to:
- Transfer CRM operations from a legacy system to HubSpot without data loss.
- Create a fully operational HubSpot environment inclusive of:
- Contact and company records
- Historical tasks and notes
- Email templates and automation workflows
- Sales pipeline and reporting structures
- Establish a scalable CRM infrastructure to support future growth.
- Minimize downtime or disruption to ongoing sales and marketing operations.
Solution
No Bounds Digital executed a structured CRM migration plan that emphasized data integrity, user testing, and operational continuity. The team migrated all essential records—including tasks, notes, and associations—while building a new Sales Pipeline within HubSpot. They ensured seamless automation by deploying three standardized email templates and ten custom workflows. The migration also included the careful recreation and validation of ten reports. Importantly, stakeholders like Garrett from Prime PEO Brokers were closely involved in testing workflows and email templates, enabling real-time feedback and refinement during rollout.
Results
The migration to HubSpot was completed successfully, with all major deliverables met on schedule. Prime PEO Brokers now benefits from a streamlined CRM environment that supports real-time deal tracking, email marketing, and automated sales workflows. The clarity and usability of reports have also been significantly improved through standard naming conventions and formatting best practices. The transition empowered their team to work more efficiently and laid the foundation for scalable CRM growth.
The Impact
Prime PEO Brokers experienced immediate operational improvements:
- 15,000+ contact and company records migrated with tasks, notes, and associations preserved.
- 200+ deal records built into a new, structured HubSpot pipeline.
- 10 automated workfl ows and 3 email templates deployed and tested for functionality.
- 10 custom reports rebuilt with improved clarity and consistency for faster insights.
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