How Growth99 Unified 30+ Staff With HubSpot Service Hub: Transforming Zoho/Monday Silos Into Scalable Ops

The Journey to Full HubSpot Adoption 

When John DeBrincat joined Growth99 as VP of Marketing in May 2024, the company was using multiple disconnected tools. He spun up HubSpot Marketing Hub Pro and then Sales Hub Pro, and by Q2 2025, the entire sales team had migrated.

With marketing and sales running on HubSpot, John initiated the move to Service Hub for the onboarding and customer experience teams. He engaged Orange Marketing, a HubSpot Diamond Partner, for their deep expertise in complex Service Hub migrations.

The Challenge: Fragmented Systems, Manual Processes

BEFORE: A Patchwork of Disconnected Tools

Growth99's 30-person onboarding and customer experience teams were operating across multiple platforms:

• Onboarding team used Monday.com for workflows (5 separate boards)
• Customer Experience team (also handling account management) used Zoho CRM 
• Additional tools: Calendly for scheduling, Asana for project management, and various other disconnected tools 

We were using so many different tools, with none of them talking to each other.  |  John DeBrincat, VP of Marketing, Growth99.

The Impact 

Limited Visibility & Communication

• No communication history or activity tracking in Monday.com boards
• Customer context scattered across systems
• Manual information gathering required for every interaction
• Lengthy onboarding forms delivered into email rather than data automatically saved in Zoho

Operational Silos

• Customer Experience team couldn't access sales pipeline to create upsell opportunities
• Manual coordination required for all cross-team handoffs
• No automated workflows or escalation paths

Significant Manual Overhead

• 4 hours per employee per week spent on manual tasks
• Manual ticket routing and status updates
• Time spent searching for information across platforms

Scaling Constraints

• Growth meant proportional increases in manual work
• No systematic way to handle volume increases efficiently

Service Hub Expertise Gap

I know the sales and marketing side of HubSpot very well. But I'd never implemented the services side...I couldn't take on a full migration and implementation along with everything else.  |  John DeBrincat

Growth99 needed specialized Service Hub expertise to transform their operations.

The Solution: Strategic Service Hub Implementation 

Orange Marketing partnered with Growth99 to architect and execute a comprehensive Service Hub migration, handling everything from technical implementation to team adoption.

Full HubSpot Stack Integration

Growth99 deployed Professional-tier hubs across the entire HubSpot platform, including:

• Marketing Hub Professional
• Sales Hub Professional
• Service Hub Professional
• Content Hub Professional
• Data Hub Professional
• Commerce Hub Professional

This created a unified ecosystem for all customer-facing operations, from marketing and sales through onboarding, support, and ongoing account management.

Technical Data Migration & Architecture

Orange Marketing executed a complete data consolidation:

• Audited all existing systems — Documented data structures across Monday, Zoho, and other tools
• Mapped data models — Designed how contacts, companies, deals, tickets, and tasks would unify in HubSpot
• Migrated data with deduplication — Imported historical data while ensuring data integrity
• Built 5 custom ticket pipelines — 
  
  
  • Growth99 (primary line of business): Customer Onboarding, Escalations
  • Smile Virtual (secondary business): Customer Onboarding, Escalations, Post-Onboarding Account Management
• Created familiar custom views — Matched Monday.com field layouts so teams felt at home immediately
• Implemented smart automation — Built workflows for ticket routing, SLA tracking, escalations, and cross-team handoffs
• Connected all hubs — Enabled cross-object automation between Commerce, Service, Sales, and Marketing
  
  

Onboarding & Change Management

Orange Marketing didn't just build the system, we ensured successful adoption:

• Weekly leadership check-ins — Regular meetings with onboarding and customer experience team leads
• Structured training programs — Hands-on sessions for all 30+ team members
• Custom documentation — Tailored process guides for Growth99's specific workflows
• Phased transition support — Gradual migration from legacy systems with ongoing optimization
• Post-launch refinement — Continued support as teams discovered new opportunities
  
  

Cross-Functional Enablement

A critical integration breakthrough: Customer Experience gained direct access to the sales pipeline, enabling seamless upsell opportunity creation and eliminating manual coordination between teams.

Things were organized. Things got done in a timely manner...I was in the background. I hardly had to do anything.  |  John DeBrincat

The Results: Unified Operations, Measurable ROI

AFTER: A Fully Integrated Service Hub Operation

Centralized Platform with Complete Visibility

Growth99 now operates with a centralized ticketing source in HubSpot that works seamlessly between teams, with automations that make the system smarter, easier to use, and readily accessible.

All customer information, communication history, and activity now lives in one unified system.

Quantifiable Time Savings

• ~4 hours per employee per week recovered from manual overhead
• 120+ hours per week across the 30-person team
• ~6,240 hours annually redirected to strategic work

Automated Workflows Replace Manual Tasks

• Automatic ticket routing based on type, priority, and team capacity
• Triggered escalation workflows with no manual intervention
• Seamless pipeline transitions as customers progress through stages

Operational Consolidation & Cost Efficiency

• Eliminated Monday.com, Zoho, and disconnected tools for migrated teams
• Single vendor relationship for core operations
• Simplified licensing and reduced integration complexity

Scalable Infrastructure

• 30+ employees operating efficiently within Service Hub
• Architecture designed to scale without proportional headcount increases
• Foundation built for continued growth

Cross-Functional Team Alignment

• Customer Experience team gained direct sales pipeline access
• Seamless upsell and opportunity creation
• Automated handoffs eliminate coordination overhead
• Unified reporting across all customer-facing teams

Rapid, Successful Adoption

• Full team migration completed within months
• Legacy systems successfully decommissioned
• Teams operating independently in new system

Service Hub Maturity & Competitive Advantage

Growth99 now demonstrates sophisticated Service Hub implementation, showcasing the operational maturity and integrated approach they deliver to clients. Their internal excellence strengthens their market position and provides authentic proof of concept for their integrated service model.

Key Metrics Summary

Why Orange Marketing

I've worked with many agencies in my 30 years. Orange Marketing is at the top of that list. You don't just know the technology, you speak the language because you've done the jobs.  |  John DeBrincat

Orange Marketing delivered:

• Deep Service Hub expertise for complex operational workflows
• Hands-on understanding of day-to-day team operations
• Systematic approach with clear milestones and communication
• Change management focus on adoption, not just implementation
• Long-term partnership through and beyond go-live
  

Ready to Transform Your Operations?

Orange Marketing specializes in translating operational complexity into elegant HubSpot architecture. Whether you're considering Service Hub or looking to scale operations efficiently, we can help. Contact us to learn how we can help you.