Qualified Leads
Qualified Leads Lead Generation
Service Used
Solution
Project Manager
David
Project Location
Project Goals
Tools Used
Their wants
Their needs
Identifying the problem
Gro Clinic faced major issues with their integration between Zenoti and HubSpot, which caused thousands of duplicate deals, stagnant pipelines, and missing appointment updates. This made it difficult for the sales team to track customer progress and for the marketing team to target campaigns effectively, leading to inefficiencies and wasted time. The Zapier-based integration was poorly documented and hard to manage after the departure of the team member who built it. Our goal was to rebuild the integration, clean up their data, and streamline their sales process to ensure accurate data, automated workflows, and reliable reporting.
Scope of works
Ops Hub
- Replaced Zapier with webhooks and HubSpot workflows to integrate Zenoti with HubSpot
- Created a custom object (“Zenoti Appointments”) to track and manage appointment data
- Built workflows to process, format, and associate appointment data with contacts and deals
- Ensured data accuracy and eliminated duplicate deals by automating data updates and clean-up
Sales Hub
- Built a new sales pipeline with stages that better represent the client’s sales process
- Automated deal creation and movement based on appointment data from Zenoti
- Implemented the new Leads object and Prospecting Workspace to streamline lead management
- Set up workflows to assign leads to the appropriate sales reps and ensure deals don’t stagnate
Marketing Hub
- Enabled more accurate segmentation for marketing campaigns by fixing data flow issues
- Ensured contacts with completed procedures were excluded from new patient marketing emails
- Improved visibility into customer journeys, allowing for better-targeted marketing efforts
The Plan
- We replaced the outdated Zapier integration with a robust webhook-based solution and introduced a custom “Zenoti Appointments” object in HubSpot.
- This ensured appointments were accurately tracked and linked to the correct contact, deal, and clinic.
- The new integration automated deal creation and movement, eliminating manual work and ensuring real-time, reliable data flow.
- We redesigned the sales pipeline to align with the customer journey, automating deal movement based on appointment data.
- HubSpot’s Leads object and Prospecting Workspace were implemented to help the sales team organise and action new leads efficiently.
- Lead assignment was also automated to ensure reps received leads relevant to their clinic location.
- We removed thousands of duplicate deals, standardised existing data, and implemented workflows to maintain data cleanliness.
- This ensured both sales and marketing teams could trust HubSpot data, work more effectively, and avoid future data clutter.
- We automated appointment updates and set reminders for stagnant deals to keep the sales team on track.
- Custom reports were built to track key metrics like conversion rates and pipeline velocity, providing actionable insights.
The Strategy
- Eliminate manual processes by automating deal creation, movement, and appointment updates.
- This reduced inefficiencies and ensured data flowed seamlessly between Zenoti and HubSpot
- Clean up existing data and implement workflows to maintain accuracy, ensuring the sales and marketing teams could trust the information in HubSpot.
- Redesign the sales pipeline and implement tools like the Leads object and Prospecting Workspace to simplify lead management and align the system with the customer journey.
- Provide clear insights into performance through automated updates, reminders, and custom reports, enabling the team to make data-driven decisions.
- Create a system that could grow with the business, using webhooks and workflows instead of custom code to ensure the team could manage and update the system without technical expertise.
The Results
With Neighbourhood’s help, Gro Clinics achieved a remarkable transformation in their sales and marketing operations. Their average time to close deals dropped from 138 days to just 3 days, while conversion rates improved from 36% to 52% (general conversion rates for industries like healthcare or cosmetic services range between 2-11% for online campaigns, with top performers reaching around 20%) meaning Gro Clinics 52% conversion rate now far exceeds these averages. Weekly deal creation fell from 270 (with many duplicates) to a clean 140, reflecting more accurate and efficient processes.
By addressing their pain points and building a scalable, automated system, we helped Gro Clinics not only resolve their challenges but also set them up for sustainable growth.
Their sales and marketing teams can now work more efficiently, trust their data, and focus on what matters most—driving their business forward.
The Impact
Kate Radley
Head of Marketing | Gro Clinics
Conclusion
This wasn’t just about solving immediate problems—it was about empowering Gro Clinics for the future. With a scalable system, actionable insights from custom reports, and a fully trained team, they’re now set up for sustainable growth. It was inspiring to work with such a dedicated team, and we’re thrilled to have helped them build a strong foundation for long-term success.