Streamlining Efficiency through Custom Architecture and a Tailored Sales Motion

Our client is a London-based hospitality company offering restorative residences and boutique co-working spaces designed for mindful living. Their spaces combine thoughtful design with a focus on wellness, creating an environment where individuals and professionals can live and work with balance. 

With growing demand for their unique spaces, they faced the challenge of managing leads and bookings without a CRM. Their inbox-based process left the team struggling with inefficiencies, missed opportunities, and limited visibility into sales performance. 

To scale their vision, they partnered with accelant for a tailored HubSpot onboarding that merged technology implementation with process design, creating a scalable, automated sales system built for smarter growth and long-term efficiency. 

THE CHALLENGE

As their sales activity grew, the tools and workflows that once supported their early success began to show strain. With no CRM in place and a process built entirely in Outlook, the team had no way to track pipeline health, assign leads effectively, or report on performance. What worked in the early days had become a bottleneck—slowing response times, creating blind spots, and limiting the company’s ability to scale with confidence. 

A Shared Inbox Meant Missed Opportunities 

Marketing activity generated interest, but there was no connected system to capture and act on it. Rich data—like studio preferences, move-in dates, and booking reasons—was collected but stuck in email threads instead of being available for segmentation or reporting. 

Lead tracking methods relied on workarounds—like placeholder emails and duplicate contacts—which made accurate reporting and forecasting difficult. 

Manual Contracting Slowed Deals and Growth 

Contract creation was handled manually using email threads and offline templates. There was no system to generate contracts automatically, and even minor edits triggered time-consuming back-and-forth. Deals stalled, and the team lacked visibility into contract status or pipeline progression. 

Operational Inefficiency Drained Critical Hours 

Already a small and busy team, their sales reps were bogged down by repetitive tasks—chasing leads, copying data, and tracking deal progress by hand. Every hour spent on administration was time taken away from serving prospects and driving growth.