Industry
Entertainment
Challenge
Jewel Box relied on a fully manual, paper-based process to manage their complex trophy and plaque orders. Orders were tracked through email exchanges, making it difficult for the team to collaborate efficiently and leading to miscommunication, delays, and lost information.
Results
Orange Marketing implemented HubSpot Sales Hub for Jewel Box, replacing manual workflows with automated order intake, a centralized sales pipeline, and real-time order tracking. This streamlined collaboration, reduced manual tasks, and saved significant time.
Key Products
Sales Hub Implementation, Sales Pipeline Automation, Custom Multi-Step Form Development
About The Client
Jewel Box Platinum is a leading provider of custom trophies and plaques for the entertainment and music industries. Their clients include major music labels and event organizers, requiring highly personalized, detailed orders. Before working with Orange Marketing, their order management process was entirely manual, causing inefficiencies and bottlenecks that slowed down operations.
The Challenge
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:
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- A dynamic, logic-based multi-step form replaced the outdated external form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:
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- 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
- A custom HubSpot sales pipeline was created to map the entire order process:
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- Orders now move through automated stages, ensuring full visibility and preventing bottlenecks.
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Automated notifications alert the project manager and clients when orders reach critical stages.
3. Improved Team Collaboration:
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- All order communications are now centralized in HubSpot, eliminating email silos and lost information.
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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.
