The problem
HubSpot had become an important part of the client’s sales and operational workflow, but there was one major limitation.
A single deal could represent many individual projects.
What appeared to be a small administrative task became increasingly inefficient as project volume grew.
The client needed a way to turn one HubSpot deal into multiple projects automatically without changing the way their team already worked inside HubSpot.
The solution
We developed ProjectPilot, a custom HubSpot integration designed to automate the transition from a closed deal to active project work. Instead of requiring the operations team to manually create each project, ProjectPilot uses information already stored on the HubSpot deal to determine how many projects need to be created.
The integration reads the deal information, creates the required project records, transfers the appropriate data, and associates each new project with the original deal. ProjectPilot can map relevant HubSpot deal properties into the newly created projects, allowing information collected during the sales process to continue into project delivery. This reduces duplicate data entry and helps ensure that the information collected by one team doesn’t have to be manually entered again by another.
Depending on the workflow, that can include information such as:
- Customer information
- Service type
- Project type
- Provider or employee information
- Locations
- Account ownership
- Important dates
- Internal identifiers
- Custom HubSpot properties
- Other information captured during the sales process
The results
ProjectPilot transforms what was previously a repetitive administrative process into an automated HubSpot workflow.
Instead of manually translating a deal into individual project records, the team can initiate the process using the HubSpot workflow they already know. That means fewer repetitive steps, more consistent project creation, and a faster transition from sales to operations. More importantly, the solution demonstrates what becomes possible when CRM software is adapted around the way a business actually operates. HubSpot remains the central system. ProjectPilot handles the gap between what HubSpot provides out of the box and what the business needs to happen next.