Case study · Information technology
PPS Consulting India automated how a software company handles new leads. When a lead arrives in HubSpot, Zapier now creates the task in ClickUp, assigns it to the right rep, updates the tracking sheet and schedules the follow-ups. Manual work fell by 80%, leads are handled three times faster, and data entry errors stopped.
80% less manual work
lead handling three times faster, with no data entry errors
Every new lead in HubSpot set off a chain of manual steps: a rep copied the details, created a ClickUp task by hand, updated a Google Sheet by hand, and followed up from memory.
Delays, duplicates and missed follow-ups lived in those steps. First follow-ups could take days, and slow follow-ups cost deals.
The lead flow redesigned so that people work the lead and the systems keep each other in step.
A Zapier trigger on every new HubSpot lead that creates the ClickUp task and assigns it to the right rep, adds the row to the tracking sheet and keeps its status in sync, and schedules the follow-up reminders.
Before: by hand
Delays, duplicates and missed follow-ups lived in the manual steps.
After: automated with Zapier
After the lead arrives, no step needs a person. Reps work the task; the systems stay in step.
It is if:
With the PPS Backbone Review: four weeks, a fixed fee of ₹1,50,000 to ₹3,50,000 plus GST and expenses, one fix working by the end, and a plan with owners and measures that is yours to keep, whether or not we build it with you.
How the Review works5x locations, 7x fleet
from one pharmacy and location to two pharmacies and five locations in four months, and from 3 drivers to 20+
Relevant if you are about to open your second, third or fifth location, and the first one still runs on you.
50% less time
on supply chain management, with the same team, after 95 hours of work
Relevant if your procedures exist, but nobody follows them because they are too long.
Runs without the founder
SOPs for the recurring work, one workspace, and a weekly rhythm the operations lead now runs
Relevant if every client question in your business still reaches the founder.
Across Upwork and direct contracts, including the people on our project teams.
For a flow like this, Zapier is enough: one trigger in HubSpot creates, assigns and tracks everything downstream. A custom integration makes sense when volumes or logic outgrow it, and that decision comes after the process is stable.
The steps where someone copies information from one tool to another. They are often the slowest and most error-prone steps, as they were here.
What you're trying to achieve in the next 90 days, and what's breaking in execution. We'll tell you plainly what we'd fix first.
Book a discovery callFree, no obligation, and under an NDA if you prefer.
Or write to consult@ppsconsulting.biz WhatsApp +91 93246 21840 (opens in a new tab)
