RevOps
Content Experience
Migration & Implementation
Investment Management
From fragmented systems to a unified HubSpot CRM powering data-driven growth and investor confidence.
75k contacts unified, 387k+ records cleaned, and a seamless CRM go-live ahead of deadline, delivering total visibility and continuity.
The impact
75000
Contacts Unified
Every relationship now visible in a single HubSpot portal, creating one version of truth for sales, marketing and investor relations.
387000+
Activities Restored
Historic interactions recovered and correctly linked, giving teams full context on every adviser and investor.
40GB
Legacy Data Revived
Complex backup data transformed into structured, searchable records, turning unusable exports into a strategic asset.
123%
Statistic headline
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Project overview
Investment Management
An independent, employee-owned UK investment management firm specialising in long-only equities and private equity sought to modernise its operational infrastructure. Over time, the firm’s sales, marketing, and investor relations teams had grown reliant on a patchwork of legacy systems; a dated CRM, a disconnected email platform, and siloed spreadsheets. These tools couldn’t deliver the integrated insights or automation needed to support a growing investor base and increasingly complex reporting demands.
The firm engaged Karman Digital to design and implement a unified HubSpot platform that could serve as a single source of truth for all adviser, introducer, and investor data. The goal was to bring transparency and control to client relationships, create reliable data foundations for growth, and enable measurable collaboration across commercial teams.
The challenge
Before the project began, critical client information was scattered across multiple, poorly integrated systems. The legacy CRM held partial records, with limited visibility of inflows, introducer activity, or pipeline progression. Teams often worked in isolation, relying on manual exports and email threads to piece together adviser histories.
This fragmented approach created significant operational risk:
- Incomplete data visibility meant the business couldn’t see a true picture of relationship health or product performance.
- Manual workarounds such as duplicating entries or reformatting exports consumed valuable time and introduced reporting errors.
- Disparate systems prevented marketing, sales, and investor relations from sharing insight, leading to inconsistent client experiences.
- A proprietary export format from the legacy CRM posed a major technical risk: with the system scheduled for deactivation, there was a narrow window to recover and transform data before permanent loss.
The client needed more than a technical migration, they needed a strategic transformation that would centralise operations, future-proof data integrity, and empower teams with tools to deliver faster, more personalised service.
Services provided
HubSpot implementation & data migration
Sales enablement
Marketing automation & events
Service Hub foundation
Reporting & dashboards
Training & adoption
HubSpot implementation & data migration
HubSpot implementation & data migration
The legacy CRM provided only a proprietary database export, no standard CSVs, no schema documentation, and thousands of deactivated records mixed with live data. Our team reverse-engineered the backup, extracted over 40GB of data across 464 CSV files, and rebuilt the structure to mirror HubSpot’s object relationships (Companies, Contacts, Deals, Tickets, and Activities).
We mapped coded fields into meaningful property names, cleaned corrupted text, and repaired more than 3,600 meeting notes to restore readability. Historical activities; calls, emails, meetings, and notes, were re-associated to the correct records, ensuring a complete audit trail.
The goal
To protect years of institutional knowledge, eliminate data silos, and create a single, reliable source of truth for every client and adviser interaction.
The outcome
A clean, fully structured HubSpot CRM housing 75,000 active contacts and 387,000+ historical records, giving teams instant access to complete relationship histories. The migration enabled seamless continuity ahead of the legacy system’s shutdown, with no data loss and immediate usability from day one.
Sales enablement
Sales enablement
We implemented HubSpot Sales Hub to replace fragmented spreadsheets and manual call logging. The rollout included standardised deal pipelines, email auto-logging from Outlook, click-to-dial integration with Microsoft Teams, and customised “deal conventions” for consistent reporting.
To improve sales context, we developed a custom “Most Recent Note” property that automatically surfaces the latest client update at the top of each record, a small enhancement that made day-to-day relationship management far quicker.
The goal
To reduce time spent on admin, improve visibility of deal progress, and give relationship managers the insight they need to prioritise opportunities effectively.
The outcome
Sales teams gained immediate productivity boosts through automated logging and simplified call workflows. Managers could view live pipeline performance by introducer or product, improving forecasting accuracy and enabling faster strategic decisions.
Marketing automation & events
Marketing automation & events
The client’s legacy email platform lacked integration and tracking, meaning campaign performance couldn’t be tied to actual inflows. We implemented HubSpot Marketing Hub with full contact segmentation, GDPR-compliant subscription management, and automated nurture workflows for different adviser tiers.
To track event engagement, we built a Custom Object for Events, linking contacts and companies to invitations, RSVPs, and attendance. Marketing and sales could now view full engagement histories directly from the contact record.
The goal
To connect marketing activity to measurable outcomes, improving targeting, engagement, and lead conversion.
The outcome
Campaigns and events now feed directly into CRM reporting, showing how specific marketing efforts drive pipeline and inflows. Teams gained a complete view of the customer journey, from initial outreach through to investment.
Service Hub foundation
Service Hub foundation
High-volume inbound calls and document requests from investors were previously tracked manually via email inboxes. We established Service Hub as the foundation for future automation, implementing ticketing pipelines, call logging, and workflow templates for common request types.
Caller look-up functionality and simple triage rules were added to reduce handling time and improve consistency.
The goal
To streamline investor communications and prepare the firm for scalable, automated client servicing.
The outcome
Investor enquiries became trackable and reportable for the first time, giving leadership visibility over volume, response time, and common request types. The groundwork now supports planned automation for secure document delivery and SLA reporting.
Reporting & dashboards
Reporting & dashboards
Using HubSpot’s native reporting tools, we configured dashboards tailored for different teams, including pipeline by product and introducer, inflows, adviser tier activity, and marketing performance. Data validation rules and logging standards ensured reliability across reports.
The goal
To give executives and team leads real-time visibility into performance, replacing static Excel reports with actionable dashboards.
The outcome
The business can now track revenue trends and engagement metrics instantly. Accurate, unified data underpins strategic decision-making, allowing leadership to identify growth opportunities and respond to adviser performance insights in real time.
Training & adoption
Training & adoption
Adoption was treated as a change-management project, not just a technology rollout. We ran tailored training sessions for sales, marketing, and investor relations teams, introducing role-specific dashboards and practical use cases. “Train-the-trainer” materials were delivered to build internal champions, and adoption metrics were monitored through activity dashboards.
The goal
To embed new processes and ensure sustained adoption across all teams.
The outcome
Teams reached high engagement within the first month of go-live. The client achieved fast onboarding, strong data discipline, and early evidence of behavioural change, setting the stage for long-term return on investment from the new CRM.
Data rescue delivered at speed
40GB of legacy data brought back to life.
Using advanced SQL extraction and mapping, over 464 CSVs were decoded, cleaned and restructured. Proprietary database fields were translated into clear CRM properties, and 3,600 meeting notes repaired, restoring full activity history and eliminating the need for manual look-ups.
Outcome: complete data continuity with zero loss, enabling instant access to years of relationship insight.
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