Automating Custom Order Management with HubSpot Sales Hub

The Challenge

Case study updated May 2026

Jewel Box relied on a fully manual, paper-based process to manage complex trophy and plaque orders. Order intake was inefficient, requiring customers to fill out an external form, after which the team manually transferred data into spreadsheets and digital workflow boards. 

Jewel Box's key operational hurdles were:

🏆 Manual order tracking led to lost emails, miscommunications, and inefficiencies.
🏆 No centralized system for tracking progress, making internal collaboration difficult.
🏆 Highly customized orders required extensive back-and-forth between teams and customers.
🏆 Lack of visibility into order statuses, causing bottlenecks and missed deadlines.

They needed a solution that could seamlessly digitize their process without disrupting their business operations.

The Solution

Orange Marketing implemented HubSpot Sales Hub to streamline Jewel Box’s order management process. Key improvements included:

1. Custom Multi-Step Form Development:

• • A dynamic, logic-based multi-step form replaced the outdated external form
  • The form intelligently adapts to user input, displaying only relevant fields to simplify order submission.
  • Orders are automatically logged into HubSpot, eliminating manual data entry

2. Sales Pipeline Automation:

• • A custom HubSpot sales pipeline was created to map the entire order process:
    
    
    • Request received
    • Contacting client and label
    • Billing and payment tracking
    • Shipping coordination
    • Finalized order completion

1. • Orders now move through automated stages, ensuring full visibility and preventing bottlenecks.

   • Automated notifications alert the project manager and clients when orders reach critical stages.

3. Improved Team Collaboration:

• • All order communications are now centralized in HubSpot, eliminating email silos and lost information.

  • All sequence-driven automation ensures no order request is left unattended, sending timely follow-ups when necessary.

"You've made my whole year with this automation. We can finally keep up with demand and ensure every order gets the attention it deserves." 

                                                                           - Jewel Box Project Manager

The Results

Jewel Box saw significant efficiency gains within weeks of implementation:

• 300+ orders processed per month, up from a slow, manual system.
• No leads left behind, thanks to automated follow-up emails and structured order tracking.
• Faster response times, with customers receiving personal follow-ups from project managers via automated sequences.
• Scalability for growth, as the system is now optimized for increased order volumes without additional administrative burden. 

With a streamlined, automated system in place, Jewel Box has successfully modernized its operations, positioning itself for continued growth.

Next Steps

Interested in automating your manual processes? Contact Orange Marketing today to see how we can set up yoru workflows to get the most out of your HubSpot.

FAQs

1. How does Orange Marketing help custom order-based businesses move away from manual processes?

Orange Marketing helps custom order-based businesses replace paper forms, spreadsheets, external intake tools, and disconnected workflow boards with a centralized HubSpot system. By digitizing order intake and tracking, Orange Marketing helps teams reduce manual data entry, prevent lost information, and create a more reliable process for managing complex customer requests.

2. What HubSpot tools can Orange Marketing use to automate custom order management?

Orange Marketing can use HubSpot Sales Hub, custom forms, sales pipelines, automation, sequences, and notifications to manage custom order workflows. In this type of project, HubSpot becomes the central system for capturing order details, tracking order stages, managing follow-ups, and keeping both internal teams and customers informed.

3. How can custom HubSpot forms improve order intake for businesses with personalized products?

Custom HubSpot forms can simplify order intake by using multi-step logic that adapts based on customer responses. Instead of forcing every customer through the same long form, Orange Marketing can build dynamic forms that show only the most relevant fields, making it easier for customers to submit detailed custom orders while ensuring the business captures the right information from the start.

4. How does Orange Marketing use HubSpot pipelines to improve visibility into custom order status?

Orange Marketing can build a custom HubSpot sales pipeline that reflects each stage of a custom order process, from request received to client follow-up, billing, payment tracking, shipping, and final completion. This gives teams a centralized view of every active order, helps prevent bottlenecks, and makes it easier to see what needs attention.

5. How does HubSpot automation help businesses keep up with high-volume custom orders?

HubSpot automation helps high-volume custom order businesses stay organized by triggering notifications, follow-up emails, and internal task reminders when orders reach key stages. Orange Marketing can configure these automations so no request is left unattended, project managers can respond faster, and teams can scale order volume without adding unnecessary administrative work.