Dual Implementation, One Unified System: Poly-Mor’s HubSpot + Jobber Transformation

The Need

As Poly-Mor continues to grow, leadership recognized a critical inflection point: scaling the business would require either hiring additional personnel, or investing in better systems to improve efficiency. 

Instead of scaling inefficiencies, they chose to invest in the right technology foundation first. 

Their goal was to build a scalable foundation that could support growth without increasing manual workload; by improving visibility, streamlining processes, and connecting teams across the customer lifecycle. 

Their goals included: 

• Digitizing workflows to reduce manual effort and support growth 
• Gaining visibility into marketing performance and ROI  
• Improving quote creation and sales process efficiency  
• Streamlining the transition from sales to operations  
• Creating a single source of truth across teams  

Poly-Mor required a centralized, scalable system to manage the full customer lifecycle from lead generation to job completion. 

The Challenge

Poly-Mor faced several operational and technical challenges: 

• Fragmented systems with data siloed across multiple platforms by location 
• Heavy reliance on manual processes and duplicate data entry  
• Limited use of HubSpot prior to quote creation (missing attribution and lead qualifying) 
• Lack of visibility into the full customer lifecycle  
• Inefficient handoff between sales and production teams  
• No clear way to track marketing effectiveness or ROI  

At the same time, Poly-Mor was undertaking a company-wide rollout of Jobber across all locations; a major operational shift impacting field teams, scheduling, and job management. 

This created a unique layer of complexity: 

• Two critical systems (HubSpot CRM platform and Jobber) being implemented simultaneously 
• The need to align sales, marketing, and operations in parallel 
• A heavy reliance on team adoption and process adherence to ensure success 

Balancing both implementations required careful coordination, clear process design, and strong visibility into user adoption across teams. 

The Solution

1. HubSpot as the System of Record for Sales & Marketing 

Roadmap restructured HubSpot to become the central hub for lead management, sales activity, and marketing attribution. 

• Built and optimized the sales pipeline with automation for follow-ups, task reminders, and accountability 
• Implemented lifecycle tracking from lead to closed deal  
• Created a BDM pipeline to track presentations and outcomes  
• Synced website leads with HubSpot with lead routing 

2. HubSpot–Jobber Integration 

To eliminate silos between sales and operations: 

• Synced leads between systems  
• Enabled seamless handoff from sales to production  
• Reduced duplicate data entry and manual updates 
• Used Zapier as the integration middleware, leveraging Jobber’s native Zapier support and extending it with custom-coded actions where out-of-the-box connectors fell short (e.g., writing to Jobber custom fields) 
• Built multi-location routing so contacts automatically sync to the correct Jobber franchise instance based on HubSpot’s Service Area field — solving for Jobber’s per-location account structure 
• Triggered contact sync only once a deal reaches qualification in HubSpot, keeping Jobber clean of unqualified leads, with a bi-directional write-back of Jobber record IDs and URLs into HubSpot so sales and ops always have a live link to each other’s records 

3. Marketing Visibility & ROI Tracking 

To address the lack of insight into marketing performance: 

• Integrated marketing tools and ad platforms  
• Implemented lead source tracking and attribution  
• Built reporting to measure campaign performance and ROI 

4. Custom Reporting & EOS Dashboard 

Roadmap developed tailored dashboards to support leadership and decision-making: 

• Sales performance dashboards  
• Marketing attribution reports  
• Account management insights  
• EOS scorecard dashboard optimization 

5. Change Management & Adoption Strategy 

Recognizing the risk of rolling out two systems simultaneously, a strong emphasis was placed on adoption and usability. 

• Designed workflows that were intuitive and aligned with real team behaviour  
• Phased implementation (starting with pilot locations) to test and refine processes  
• Delivered training, documentation, and hands-on support  
• Built automation to guide user behaviour (task reminders, required fields, stage triggers)  
• Created visibility for leadership into system usage and activity  

This ensured that both HubSpot and Jobber were not just implemented, but fully adopted across teams. 

The Results

The transformation delivered measurable operational improvements: 

• Visibility into marketing performance and ROI  
• Streamlined sales and post-sale processes across HubSpot and Jobber  
• Simplified and standardized sales workflows  
• Centralized reporting dashboards for real-time decision-making  
• Improved pipeline management with the introduction of a BDM pipeline  
• Successful dual-system rollout across all locations, without disrupting operations  
• Strong team adoption of both platforms, enabling long-term scalability