Migrating Data from Excel to HubSpot CRM for an AI Company

About The Company:

The client is an AI company, primarily working on a sales intelligence model.

Summary

The client, a rapidly growing sales intelligence company, moved from Excel to HubSpot CRM to overcome fragmented data, manual tracking, and limited visibility. CloudCache Consulting implemented a tailored setup with data migration, deal automation, scoring systems, and real-time dashboards. As a result, the client gained centralized data, improved team productivity, better reporting, and faster onboarding—building a scalable and efficient sales and marketing process.

Customer Challenges:

When this client started, keeping track of contacts and deals in spreadsheets worked just fine. But things changed fast. Between sales calls, marketing campaigns, and website visitors, the information just piled up—and spreadsheet files started getting overwhelming.

Here’s what the team was wrestling with before moving to a CRM:

• Fragmented Data: With over 13,000 contacts scattered across various spreadsheets — all using different formats — staying organized was nearly impossible.
• No Centralized System: Marketing had one system. Sales had another. Website stats lived somewhere else entirely. There was no single place to see how leads were behaving, and making connections across campaigns, deals, and web activity was nearly impossible.
• Manual Deal Tracking: Deals were managed by hand, with no standardized stages or automation.
• No Scoring Mechanism: There was no reliable way to track weekly progress or evaluate the performance of deals. Everything felt like guesswork.
• Limited Reporting: Without visual dashboards, the team couldn’t easily measure ROI, monitor sales activity, or assess how the team was performing overall.
• Email Issues: Sending emails manually wasn’t just time-consuming — it often led to deliverability problems. Poor domain setup caused many messages to end up in spam folders.
• Performance Blind Spots: Managers had no reliable way to measure deal health or rep productivity.

Solutions:

We implemented a comprehensive HubSpot CRM setup tailored to their requirements. The project included:

Data Migration & Structuring

• Imported 13,000+ contacts from Excel and linked them with companies.
• Created custom fields compatible  with their sales funnels.
• Imported 110 deals with mapped stages and full associations.

Deal Tracking Automation

• Built custom deal views for sales teams.
• Automated creation of 17 predefined tasks per new deal for consistent follow-ups.
• Enabled deal stage automation to maintain pipeline clarity.

Performance Scoring System

• Developed a weekly scoring framework for deals
• Configured workflows to auto-update scores when tasks were completed.
• Added complex logic to calculate multi-level breakdowns per deal.

Reporting & Dashboards

• Designed dashboards for marketing, sales, team productivity, website performance, and deal activity.
• Enabled management to track KPIs in real time.

Email & Domain Setup

• Configured the email sending domain to improve deliverability and reduce spam issues.

User Setup & Training

• Created role-based permissions for sales reps.
• Conducted training sessions for smooth adoption.

Results:

Our custom HubSpot CRM solution resulted optimum outcomes for the client:

• Centralized Operations: All contacts, companies, and deals are now managed in one system.
• Zero Manual Tracking: Deals are automatically associated, scored, and monitored.
• Consistent Performance Measurement: Weekly scoring gives a clear view of progress.
• Marketing and Website KPIs in Real Time: Campaigns and site metrics now update continuously. The team sees what’s working—and what isn’t—without delay.
• One View for Team Performance: Layered dashboards now give sales and marketing teams the same story. Everyone sees the same data, which keeps goals and collaboration aligned.

Key Stats

• 13,000+ contacts migrated with correct associations
• 110 deals imported with custom stage mapping
• 17 automated tasks created for every new deal

Technology and Tools Used:

Excel, HubSpot

Final words

Switching from Excel to HubSpot CRM transformed the client’s operations.  Before switching to HubSpot, most of the team’s time went into just staying afloat—chasing down data, sending emails manually, trying to piece together what was actually going on. Nothing was really connected.

Now? Things just make more sense and more importantly, they’re not stuck in spreadsheets anymore—they're focused on actual work, and it shows results. 

CloudCache Consulting serves HubSpot Migration Services at competitive pricing . Contact us today . You can also check out our Upwork Profile for our clients’ reviews.