From Friction to Flow: Scaling a UK Motorbike Business with HubSpot Automation

Introduction

The client is a fast-growing, UK-based company operating in the used motorbike buying market. The company had achieved strong traction in their niche, but was facing a bottleneck with their manual processes. 
That’s why they reached out to WeSimplifi to find a way to scale without hiring more employees. Our solution was a personalized HubSpot onboarding, soon after which the client observed a 4x increase in their conversion rates and a 30% reduction in their no-answer rate. 
Here’s how we achieved this feat!

The Challenge

Initial Workflow

The client’s initial workflow was completely manual and involved:

• Customers filling out a form with their bike details.
• If the form was incomplete, the sales team manually called the prospects to get the missing information.
• For complete submissions, the team called customers back to gather more details, provide a quote, and to ultimately coordinate the bike purchase and collection.

Core Issue 

The client’s processes relied on Airtable, where they tracked each stage manually. This approach was completely unsustainable and created friction at every step.

Lead Leakage Problem

• Only 10% of the incomplete leads were ever contacted.
• 90% of the potential customers were lost due to lack of follow-up.

Manual Operations

Sales reps wasted their valuable time by chasing leads manually, resulting in delays and low conversion.

Scalability Barrier

The company’s growth was tied to hiring more staff, which would eat into their profitability and restrict scalability.

Lack of Data & Insights

There was no tracking or analysis, leading to a lack of clear visibility into:

• Why deals were lost
• The conversion rates at each stage
• The effectiveness of communication

The Objectives

Tired of the constant chase that left no time for reaching out to all the potential leads, the client reached out to WeSimplifi with three main objectives

1. Increase automation 

   To reduce the manual workload and stop the lead leakage.

2. Scale efficiently

   To grow without continually increasing the headcount

3. Build visibility 

   By gaining insights into their conversion rates, reasons for lost deals, and sales performance.
   
   

Our Approach: Personalized Six-Week Onboarding

At WeSimplifi, we believe every business is different and so is every onboarding. That’s why we designed a personalized six-week onboarding plan tailored to the client’s processes and challenges. 

Timeline

• Week 1–2: Discovery & Solution Design
• Week 3–5: Implementation
• Week 6: Training & Handover

WeSimplifi’s Four-Stage Onboarding Process

Our entire onboarding process is divided into four stages, where we collect all the relevant information from the client and customize their onboarding experience. 

1. Discovery Stage-Understanding the client’s workflow and challenges.
2. Solution Design Stage- Creating a unique HubSpot model tailored to them.
3. Implementation Stage- Building custom automation, workflows, and integrations.
4. Training Stage- Equipping the team to manage and optimize their new system.

Solutions Implemented

The solutions that we designed for the client involved expanding their tech stack and improving their manual process through automation, workflows, and reporting. 

Technology Stack

We introduced HubSpot’s Marketing Hub enterprise, Sales Hub professional, and an integration to Sakari SMS.

Process Improvements

The process improvements included:

• New Estimation Stage: For leads who don’t complete forms, they are now automatically added to the new “Estimation” stage and are nurtured with automated SMS and email sequences.
• Forms API Integration: Client’s existing website forms now sync seamlessly with HubSpot, ensuring accurate tracking without needing a full website rebuild.
• Automation Workflows: Email and SMS sequences automatically follow up on the incomplete leads, cutting manual efforts.
• Playbooks for Calls: Structured scripts help sales reps to capture consistent data during conversations.
• Rejection Reason Tracking: Every lost deal is now logged with standardized reasons (e.g., no reply, low price, etc.) to inform future improvements.
• Reporting Setup: All key metrics like conversion rates, funnel leakage, and rejection insights are now tracked directly in HubSpot dashboards.

Results

The clients saw noticeable results soon after the personalized onboarding.

Immediate Results 

• A 4x improvement in conversion rate (of incomplete forms), from 10% to 40%.
• Reduced the no-answer rate by 30%.
• Improved efficiency of the sales team by focusing only on the ready-to-convert leads.

Strategic Benefits

• Enabled data-driven sales optimization.
• Scalable architecture built on HubSpot.
• Staff freed from manual admin work to focus on higher-value conversations.

Future Roadmap/Ongoing Impact

• Automating Quoting by integrating an API for real-time retail values.
• Continuous Optimization by running monthly A/B tests to improve communications and maximize conversions.
• Long-Term Goal  is to build a fully scalable and optimized system that supports growth without requiring proportional increases in headcount.

Conclusion