Streamlined Marketing & CRM Stack Integration with HubSpot and MailChimp

A Sydney-based consulting firm needed a lean CRM and marketing stack with HubSpot and MailChimp. CloudCache connected Typeform, Calendly, Mailchimp, HubSpot and Facebook Pixel via Zapier. Email authentication (SPF, DKIM, DMARC) and inbox warm-up were implemented. A three-stage funnel and an end-to-end automation were configured. Contacts were cleaned, segmentation added, and activity was logged in HubSpot. Ongoing support was agreed to refine workflows and reporting to improve conversion metrics. 

HubSpot and MailChimp Integration 

About The Company

A growing professional services firm was based in Sydney, Australia. The client operated in the consulting industry.  

Customer Challenges 

Rapid growth was being experienced. Budgeted spend for marketing tooling was limited. The client sought a practical, low-overhead path to capture leads, book meetings and nurture prospects. 

• Disconnected Tools: Calendly for bookings, Typeform for lead capture, Mailchimp for email campaigns, and HubSpot CRM for pipeline management operated in silos.  
• Missing Automation: Data was fragmented across Mailchimp and HubSpot. Manual syncing introduced delays and errors. 
• Emailing Issues:  Email infrastructure lacked authentication, which risked inbox placement. No clear funnel stages were present in the CRM. Facebook Pixel was not mapped to CRM activities.  
• Redundancy: The team was frustrated by repetitive tasks. Fast responses to inbound leads were being missed. 

Solutions 

We designed and implemented a streamlined integration approach to connect and automate the client’s tools, ensuring operational efficiency and long-term scalability. The following solutions were delivered: 

Email Marketing Setup 

• Contacts were imported, cleaned and verified. SPF, DKIM and DMARC records were configured and propagated. 
• Designed email sequences in both plain-text and rich HTML formats with images, CTAs, and links. 
• An inbox warm-up schedule was executed. Email sequences were drafted in both plain-text and rich HTML formats.  
• Campaigns were designed in Mailchimp and mapped to HubSpot workflows to ensure activity logging.  
• Contact segmentation and retargeting audiences were created. 

Integration via Zapier

• Connected Mailchimp, and HubSpot CRM through Zapier automations. 
• Enabled seamless lead capture from CRM entry in HubSpot → nurture through Mailchimp. 
• Integrated Calendly scheduling data into HubSpot for activity tracking. 

Funnel Structuring in HubSpot

• Created a 3-stage funnel inside HubSpot to represent lead capture, booking, and nurturing phases. 
• Configured workflows to record all prospect activities against CRM records. 
• Automated movement of leads through defined pipeline stages based on engagement triggers.   

Workflow Automation  

• Designed a single email automation workflow that pushed Mailchimp campaigns while logging interactions inside HubSpot.
• Reduced manual intervention and ensured activity history remained centralized. 

Results 

The client experienced immediate operational improvements: 

• 40% reduction in manual work due to automation of lead capture and booking data flows. 
• Improved deliverability rates with authenticated email domains, ensuring higher inbox placement. 
• Centralized reporting within HubSpot provided visibility into pipeline performance and campaign engagement. 
• Enhanced funnel tracking, enabling leadership to measure conversion at each stage.
• Retargeting readiness established through Facebook Pixel, improving ad efficiency and ROI. 

Technology and Tools Used: 

HubSpot, Calendly, MailChimp 

Final Words

By leveraging existing tools and Zapier-powered integrations, CloudCache Consulting delivered a scalable, cost-efficient CRM and marketing stack. 

A lightweight, scalable custom solution was implemented, and the client was left with a documented, auditable setup. The foundation was prepared for future enhancements or migration to an advanced marketing platform. Trust was established and a long-term support arrangement was offered. A clear handover was completed and documented. Take the time to review the feedback left by clients on your Upwork profile.