Overview
Door Engineers runs a high-enquiry, quote-heavy sales process. Leads were landing in HubSpot, but follow-up still depended on someone remembering to chase quotes, update deal stages, and pull context from email threads and job notes scattered across Microsoft 365.
Think Online built a practical automation layer around how the team already worked: HubSpot stayed the CRM of record, Microsoft remained the identity and document source, and Azure became the secure place to store workflow state, logs and synced operational data.
The Challenge
Quotes went out and went quiet. Sales staff were copying details between inbox, HubSpot and internal notes. There was no consistent follow-up cadence, no reliable view of which quotes were hot, warm or dead, and no single audit trail when a lead slipped through during a busy week on site.
What We Built
- Automated quote follow-up sequences triggered when a deal moved to “quote sent” in HubSpot.
- SMS and email chase paths with human handoff when a customer replied or asked for a change.
- HubSpot workflow rules to update deal stage, owner and next-action fields based on automation events.
- Secure Azure SQL sync for enquiry logs, follow-up history and workflow checkpoints — separate from day-to-day CRM editing.
- Microsoft 365 data connections so contact context, shared mailbox threads and calendar availability could inform routing without manual re-entry.
- Simple reporting views so managers could see open quotes, response rates and stalled deals without exporting spreadsheets.
What They’re Actually Using (De-Hyped)
The stack, without the buzzwords
- CRM layer: HubSpot deals, contacts, pipelines and native workflow triggers. No replacement CRM — automation wrapped around what they already paid for.
- Follow-up layer: Twilio SMS plus structured email sends, orchestrated through Make.com with timing rules, stop conditions and reply detection.
- Data store: Azure SQL Database for workflow logs, quote-follow-up events, sync checkpoints and reporting tables. Encrypted at rest, access restricted by managed identity — not a public-facing datastore.
- Microsoft glue: Microsoft Graph API for mailbox context, contact enrichment and calendar lookups where the team already lives in Outlook and M365.
- AI assist (where useful): OpenAI used for reply classification and draft follow-up wording — always with a human escalation path for pricing, complaints or non-standard jobs.
In plain terms: a standard CRM + workflow automation stack. HubSpot owns the deal record, Make moves data, Azure stores the audit trail, and Microsoft supplies the business context. No exotic models. No “AI replaces sales”.
Outcome
Door Engineers now has a repeatable follow-up system instead of a memory-based one. Quotes get chased on schedule, HubSpot stays current without double-handling, and leadership can see where revenue is stalling without asking someone to rebuild a spreadsheet every Monday.
We have not published inflated revenue claims here. The win is operational: fewer dropped quotes, cleaner CRM hygiene and a foundation that can extend into qualification, booking and post-job review automation later.
Services Delivered
- Quote follow-up automation design and build
- HubSpot pipeline, property and workflow configuration
- Azure SQL data layer and secure sync architecture
- Microsoft 365 / Graph integration for operational context
- Reporting and handoff documentation for internal use
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Need HubSpot Follow-Up That Actually Runs?
We can map your quote flow, CRM stages and Microsoft data sources into a practical automation build.
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