How We Increased Lead Conversion by 60% with Salesforce and HubSpot Integration for a Tech Firm

About The Company

The client is from the software and technology industry, headquartered in the UK and globally operational. They specialize in developing digital solutions for enterprises and operate across multiple international markets.

Summary 

Salesforce and HubSpot Integration

A UK-based global software and technology company sought to align its marketing and sales operations by integrating Salesforce and HubSpot. CloudCache Consulting implemented a seamless, automated two-way sync for contacts, companies, deals, and activities. Custom field mapping, workflow automation, and real-time triggers eliminated manual data entry, reduced errors, and improved data accuracy. Automated lead notifications and activity tracking allowed sales teams to respond 60% faster, while stronger sales-marketing collaboration improved alignment by 40%. Workload dropped by 75%, and sales gained deeper insights into customer journeys. The integration delivered a unified, efficient, and scalable lead management process.

Customer Challenges 

The client’s sales and marketing teams operated in silos—HubSpot was used for lead generation and marketing automation, while Salesforce managed the sales pipeline. A unified view was urgently needed to drive conversions.

Common faced challenges by them were:

• Disconnected Systems

There was no real-time sync between HubSpot and Salesforce, leading to inconsistent and incomplete records across platforms.

• Manual Data Entry

The teams spent hours copying data manually, resulting in errors and lost productivity.

• Limited Sales Visibility

Sales reps lacked access to marketing insights like lead activity, making it difficult to personalize follow-ups.

• Sync Errors and Duplicates

Legacy data and inconsistent field mappings caused frequent sync failures and duplicate records, frustrating users.

Solutions

We implemented a tailored Salesforce and HubSpot integration solution in a structured, step-by-step manner:

• Connector Setup and Sync Rules

We configured the native HubSpot-Salesforce connector, then applied sync rules to define which records would sync and when. Filters were used to control data flow, ensuring only relevant contacts, companies, deals, and tasks were transferred between systems.

• Custom Field Mapping and Object Relationships

We reviewed the client’s unique field structure and established one-to-one mappings between Salesforce custom fields (like “Lead Score,” “Industry,” and “Stage”) and HubSpot properties. Relationships between objects were mapped carefully to maintain data integrity across both CRMs.

• Two-Way Sync Automation

To eliminate manual updates, we implemented real-time, two-way sync for all critical records using automated workflows. Any changes made in one platform—such as lifecycle stage or deal updates—were immediately reflected in the other.

• Automation Using Triggers and Workflows

We built custom automation workflows and triggers in HubSpot to assign leads, notify sales reps, and update CRM fields based on lead activity. For example, when a lead clicked on a high-value asset, an automated task was created in Salesforce for follow-up.

• Error Handling and Ongoing Management

We set up automated error notifications for sync failures, built validation rules in Salesforce, and created smart lists in HubSpot to detect duplicate or unqualified data. A governance checklist and documentation ensured smooth ongoing operations.

Results 

The client experienced strong business improvements post-integration.

• Faster Lead Response

Sales teams received instant alerts for new marketing-qualified leads, allowing follow-ups within minutes—cutting lead response time by 60%.

• Stronger Sales-Marketing Sync

With real-time shared data, both teams collaborated more effectively on campaign strategies and lead nurturing—resulting in a 40% boost in alignment.

• Higher Efficiency

Manual entry and repetitive tasks were replaced with automation workflows and triggers, reducing the workload by 75% and enabling staff to focus on high-value tasks.

• Deeper Customer Insights

Sales reps gained full visibility into a contact’s marketing activity—emails opened, content downloads, and form fills—empowering them with relevant context for every call.

Technology and Tools Used 

Salesforce, HubSpot, Salesforce AppExchange

Final Words 

By connecting HubSpot and Salesforce, the client streamlined operations, minimized errors, and enhanced visibility across teams. This successful project was led by CloudCache Consulting, a trusted name in Salesforce integration services and HubSpot consulting services. You can know more about us in Upwork or Salesforce AppExchange.

Looking to align your sales and marketing efforts? Contact us today.