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On Top Roofing Solutions

How HubSpot Custom Objects Saved On Top Roofing Solutions 15 Hours Per Week

On Top Roofing Solutions
Services Used
HubSpot Onboarding & Support Sales Hub CMS Service Hub
Solution
HubSpot Optimisation & Support
Project Manager
Harry Spicer Short
Project Location
Australia
Project Goals

On Top Roofing Solutions is a thriving NSW-based roofing contractor specialising in residential and commercial projects, with particular expertise in complex strata property management. After four years of organic HubSpot growth supporting their 5-person office team including estimators managing client and supplier communications, they reached a critical inflection point. We were called in when the Operations Manager recognised their self-built HubSpot system had become a liability rather than an asset. With ambitious regional expansion plans across NSW within 12-18 months, their fragmented infrastructure was actively preventing growth. Our mission: transform their chaotic technical architecture into an enterprise-grade system capable of supporting aggressive expansion while eliminating operational inefficiencies costing significant time and missed opportunities.

 
Tools Used
HubSpot-Logo simPRO Zapier_logo.svg-1 miro-2-1

Their wants

01

Portal cleanup and basic HubSpot optimisation to reduce confusion

02

Streamlined quote management eliminating bottlenecks during busy periods

03

Updated Simpro integration replacing outdated Zapier connections

04

Reduced manual administrative burden consuming valuable team time

Their needs

01

Sophisticated custom object architecture replacing primitive ticket-based workflows

02

Advanced API integrations enabling real-time bidirectional data synchronisation

03

Enterprise-level automation with complex conditional logic and error handling

04

Scalable technical foundation supporting 500% growth without architectural changes

Identifying the problem

The technical debt was staggering. Seven disconnected ticket pipelines operated as isolated data silos, each created organically without strategic planning. Their basic Simpro integration was missing 15+ critical data points essential for informed decision-making, forcing staff to constantly switch between systems. Manual data entry consumed 15+ hours weekly across the team, while quote-to-job conversion tracking was impossible due to broken relationships between objects. The strata property management challenge was particularly complex, each unit required separate workflows, creating exponential administrative overhead. During peak periods like rainy seasons when "all hands were on deck," the system became a bottleneck rather than an enabler. Most critically, the technical limitations were preventing their planned regional expansion, as the current architecture couldn't scale beyond their existing operation.

Scope of works

Advanced Custom Object Development

  • Engineered four specialised custom objects (Services, Quotes, Sites, HBCF) with sophisticated bi-directional associations.

  • Implementing advanced property calculations, conditional field visibility, and custom object hierarchies supporting complex multi-level business relationships.

Enterprise API Integration Architecture

  • Developed robust middleware solutions utilising advanced Zapier workflows and custom API calls to extract 15+ previously inaccessible Simpro data points.

  • Implementing real-time synchronisation with comprehensive error handling, retry logic, and automated conflict resolution protocols.

Sophisticated Workflow Automation Engine

  • Created enterprise-level automation ecosystem featuring 12-stage quote lifecycle management, predictive task assignment algorithms and intelligent escalation matrices.

  • Created complex conditional branching utilising HubSpot's most advanced workflow capabilities including custom code actions.

The Plan

  • Custom Object Architecture
  • Advanced Integration Development
  • Enterprise Automation Deployment
  • Testing and Optimisation

Custom Object Architecture

  • Implemented sophisticated custom object schema with advanced property types and association labels.

  • Implemented calculated fields enabling complex business relationship modeling and automated data inheritance across related records.

     

Advanced Integration Development

  • Created robust API integration framework with comprehensive error handling and data transformation capabilities.

  • Automated retry mechanisms ensuring 99.9% system uptime and reliability.

Enterprise Automation Deployment

  • Deployed advanced workflows utilising conditional logic, and webhook integrations.

  • Deployed custom code actions for sophisticated business process automation that scales with organisational growth.

     

Testing and Optimisation

  • Conducted comprehensive system testing, performance optimisation, and user training to ensure seamless adoption and maximum technical efficiency across all operational processes.

The Strategy

  • Technical Performance Transformation
  • Integration Excellence Achievement
  • Automation Intelligence Implementation
  • Scalability Foundation Development

Technical Performance Transformation

  • Eliminated 100% of manual data entry errors while achieving 99.5% data accuracy across all integrated systems.

  • Quote-to-approval processing accelerated from 5.2 days to 1.8 days (65% improvement) through sophisticated automation workflows.


 

Integration Excellence Achievement

  • Successfully synchronised 15+ previously inaccessible Simpro data points

  • Eliminated 48-hour integration delays, and achieved real-time data consistency across all platforms with automated conflict resolution. 

Automation Intelligence Implementation

  • Utilised HubSpot's most sophisticated features including enrolment triggers and branch logic.

  • Utilised and custom code actions to create intelligent workflow automation that adapts to complex business scenarios.

     

Scalability Foundation Development

  • Built technical architecture designed for exponential growth, ensuring the system could support regional expansion without requiring fundamental restructuring or performance degradation.

     

3-May-30-2025-03-53-18-4415-AM

The Results

100%

Elimination of manual data entry

65%

Faster quote-to-approval time

 

15hrs

Per week of admin tasks eliminated

 

Neighbourhood eliminated 100% of On Top Roofing Solutions' manual data entry errors with HubSpot while achieving 99.5% data accuracy across all integrated systems. Quote-to-approval processing accelerated from 5.2 days to 1.8 days (65% improvement) through sophisticated automation workflows. Integration Excellence Achievement: Successfully synchronised 15+ previously inaccessible Simpro data points, eliminated 48-hour integration delays, and achieved real-time data consistency across all platforms with automated conflict resolution. Reduced manual intervention by 85% through advanced workflow automation, eliminated 15 hours/week of administrative tasks, and enabled 3x operational capacity without additional staffing requirements. System architecture now supports 500% growth without restructuring, accelerating regional expansion timeline by 6 months while establishing foundation for AI-powered predictive analytics.

The Impact

Neighbourhood transformed how we operate. Admin staff now work in HubSpot, project managers in Simpro, with no useless crossover, it’s perfect. Workflows and dashboards saved me 6-8 hours a week, and customer communication is seamless with regular updates. They listened, clarified everything, and were as excited as I was.

 

Larissa Laughton
Director

Conclusion

The partnership between Neighbourhood and On Top Roofing Solutions showcased our mastery of HubSpot's most advanced technical capabilities, transforming On Top Roofing Solutions from a fragmented operation into a sophisticated, scalable enterprise. The solution demonstrates comprehensive technical expertise across custom object development, complex API integrations, and enterprise automation, delivering measurable ROI while positioning On Top Roofing Solutions for aggressive regional expansion with confidence in their technical foundation.

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