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On Top Roofing

Raising the Roof: Using HubSpot Automation to Save On Top Roofing Solutions 6-8 Hours a Week

On Top Roofing Solutions
Services Used
Websites & Integrations Sales Hub HubSpot Guided Onboarding
Solution
HubSpot Onboarding & Support
Project Manager
Harry Spicer Short
Project Location
Australia
Project Goals

On Top Roofing Solutions, a Sydney-based roofing business with over 20 years of experience and 20 employees, partnered with Neighbourhood to transform their operations. Despite using HubSpot for four years, their system had become disorganised, with outdated workflows and minimal automation creating inefficiencies. These challenges were wasting time and causing missed opportunities.

With plans to expand regionally in the next 12-18 months, they needed a scalable solution to reduce manual work, improve communication, and allow their team to focus on high-value tasks like client relationships and project delivery, while preparing for sustainable growth.

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

Their wants

01

A clean and organised HubSpot portal that would eliminate unnecessary pipelines and workflows. 

02

Automation to reduce the time spent on manual tasks like reminders, task creation, and follow-ups. 

03

Better visibility into project progress and financials through custom dashboards. 

04

A solution to manage multiple quotes for a single job more effectively, reducing confusion and bottlenecks.

Their needs

01

A robust integration between HubSpot and SimPro to centralise data and ensure real-time synchronisation.

02

A scalable system that could support their regional expansion without requiring significant updates. 

03

Training and workshops to ensure their team could use the new system effectively and independently. 

04

A strategy to improve internal and external communication, reducing the risk of miscommunication and missed follow-ups.

Identifying the problem

On Top Roofing Solutions was underutilising their HubSpot CRM, with a disorganised portal and minimal automation slowing operations. Their team struggled with managing complex workflows, which were clunky and duplicative, leading to inefficiencies. The lack of a clear strategy meant processes were inconsistent, and communication gaps, both internally and with clients, created challenges. Managing multiple quotes for a single job was messy, especially with revisions or partial approvals. Without proper follow-ups, opportunities were missed, impacting their bottom line.

Our approach centred on creating a scalable HubSpot optimisation strategy that would simplify their workflows, automate repetitive tasks, and improve communication. By redesigning their ticket pipelines into custom objects, enhancing their SimPro integration, and implementing strategic automation, we aimed to create a system that would streamline their quote-to-job process, centralise data, and ensure consistent follow-ups, allowing their team to focus on delivering exceptional service and preparing for regional expansion.

Scope of works

Sales Hub
  • Replaced outdated ticket pipelines with four new custom objects: Services, Quotes, Sites, and HBCF to better organise data.
  • Removed unnecessary pipelines and workflows to declutter the portal.
  • Expanded the two existing deal pipelines with additional stages and automation to better reflect the quote and job processes.
  • Conducted training workshops with recorded sessions for future reference.
Integrations
  • Utilised Zapier to extract additional data from SimPro and sync it with HubSpot, enabling real-time updates and reducing the need to log into multiple systems.
  • Automated the flow of key information, such as quote and job details, into HubSpot to improve visibility and efficiency.
  • Ensured data accuracy by automating updates and clean-up processes, eliminating duplication and inconsistencies.
  • Integrated SimPro with HubSpot to centralise data, ensuring all information was easily accessible in one platform.
Sales Solutions
  • Built workflows to automate repetitive tasks, such as reminders, follow-ups, and task creation, reducing manual work and improving response times.
  • Created custom dashboards to provide visibility into deal statuses, financials, and activities, with weekly updates delivered directly to the team’s inbox.
  • Enhanced communication by automating follow-ups via SMS and email, ensuring no leads or opportunities were missed.
  • Added a “preferred communication method” option to tailor follow-ups to client preferences, improving the customer experience.

The Plan

  • Discovery and Analysis
  • Design and Development
  • Implementation and Training

Discovery and Analysis

  • We began by conducting a thorough review of their existing HubSpot setup to identify inefficiencies and areas for improvement. 
  • This included analysing outdated ticket pipelines, reviewing their SimPro integration.
  • Mapping out their quote-to-job process to pinpoint areas where manual tasks could be automated.

 

Design and Development

  • We replaced outdated ticket pipelines with four new custom objects to better organise data and simplify workflows.
  • By consolidating and removing unnecessary pipelines, we made the system easier to navigate and scalable for future growth.

 

Implementation and Training

  • To ensure long-term success, we conducted training workshops to familiarise the team with the new system.
  • Recorded sessions were provided for future reference, empowering the team to use HubSpot effectively and independently.

The Strategy

  • Streamlining Workflows
  • Automating Processes
  • Centralising Data
  • Improving Visibility

Streamlining Workflows

  • On Top Roofing Solutions’ workflows were cluttered and inefficient, so we cleaned house. We replaced outdated ticket pipelines with four custom objects—Services, Quotes, Sites, and HBCF, making everything easier to manage. Deal pipelines were expanded with new stages to better track quotes and jobs, ensuring no step was missed.

  • Using Miro, we mapped out the entire process, refining it to fit their needs. Eliminated duplication, saving time, and creating a solid foundation for their regional expansion.

 

Automating Processes

  • We automated manual tasks. From reminders and follow-ups to task creation, workflows to handle the repetitive stuff. We also used Zapier to pull key data from SimPro into HubSpot, like deposit statuses and job details, so the team didn’t have to jump between systems.
  • Follow-ups via SMS and email were automated, and we added a “preferred communication method” option to personalise client interactions. 

 

Centralising Data

  • Data was scattered across systems, making it hard to stay organised. By integrating HubSpot with SimPro, we brought everything into one place. Now, quotes, job details, and deposit statuses sync automatically, creating a single source of truth.
  • This centralisation eliminated duplicate entries and made it easy to track a job’s history from start to finish. With accurate, real-time data at their fingertips, the team can work smarter and make better decisions.

 

Improving Visibility

  • We gave the team a clear view of their operations with custom dashboards in HubSpot. These dashboards show deal statuses, financials, and activities at a glance, with weekly updates sent straight to their inboxes.
  • Visual indicators in the pipelines, like deposit statuses and job stages, make it easy to spot bottlenecks and prioritise tasks.
  • Keeping clients in the loop with automated updates, reducing inquiries and boosting satisfaction. 
1-May-30-2025-03-55-17-7900-AM
deals
2-May-30-2025-03-54-04-1189-AM

The Results

416

Hours saved annually

30%

Improvement in quote-to-job conversion rates

 

50%

Reduction in manual tasks through automation

 

With Neighbourhood's help, On Top Roofing Solutions achieved a remarkable transformation in their operational efficiency. Within weeks, their newly streamlined HubSpot portal reduced manual tasks by 50%, saving the team 6-8 hours per week, equating to 416 hours annually. This allowed the team to shift their focus from repetitive administrative tasks to strategic initiatives, directly contributing to a 10% increase in project throughput and enabling them to take on more work without additional resources.

The improved quote-to-job process lead to a 30% increase in conversion rates. By refining workflows and automating follow-ups, the team could respond faster and more effectively to client needs, ensuring no opportunities were missed. Additionally, the integration with SimPro ensured 100% centralisation of data, bringing all critical information into one platform. This eliminated the need to log into multiple systems, reduced errors, and provided the team with real-time access to key data like deposit statuses, job details, etc. With everything in one place, the team could work more efficiently, make better decisions, and deliver a seamless experience for their clients.

 

 

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

We worked with On Top Roofing Solutions to transform their HubSpot portal into a streamlined, scalable system. By simplifying workflows, automating tasks, and integrating HubSpot with SimPro, we eliminated inefficiencies and created a centralised system. The result? A system that supports their current needs and positions them for sustainable growth as they expand into new regions. This partnership has empowered their team to focus on delivering exceptional service.

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