Real Results, No Buzzwords

From Bottlenecks to Booked Projects: How Sales Automation Unlocked 30% Revenue Growth for an Oilfield Services SMB

An overworked general manager was handling every quote manually—from intake to PDF delivery—resulting in 7–10 day delays and lost opportunities.

 

Industry
Oilfield Services

Region
Western Canada

Company Size
Small to Mid-Sized Business

Stakeholder
General Manager (wearing multiple hats)

Tech Stack (Before)
Microsoft Outlook, Excel, Word, Paper Files

🚨 The Challenge

An overworked general manager was handling every quote manually—from intake to PDF delivery—resulting in 7–10 day delays and lost opportunities. Quote requests came through email and were prioritized by potential contract value, leaving smaller, high-probability jobs to languish in the inbox. The quoting process was complex, repetitive, and entirely offline:

  1. Respond to email with a questionnaire

  2. Fill out Excel-based pricing sheets

  3. Copy results into Word to create a scope

  4. Save as PDF and email back

  5. Print a physical record and file it manually

Revision requests for larger quotes added even more burden—each change required rebuilding the quote from scratch. With no centralized system or follow-up process, 90% of quotes received no further communication after being sent. The business lacked visibility into win rates, lost deals, or opportunities still sitting in the inbox.

🔧 Our Approach

We partnered directly with the general manager to design a quoting process that could scale without adding headcount. Our focus was on:

  • Introducing CRM-based sales automation

  • Reducing manual work through templating and workflow triggers

  • Structuring quote intake and output to reduce turnaround time

  • Preserving the client’s control and visibility throughout the process

💡 The Solution

We implemented a fully automated sales process inside HubSpot Sales Hub and CMS, tailored specifically to the client’s quoting needs:

  • Custom Web Form: Replaced back-and-forth emails with a structured quote intake form

  • Materials Calculator: Automatically translated form responses into a scope of work and material list

  • Quote Templates: Dynamically selected based on project type and size

  • Outlook Integration: Pulled in contacts from the GM’s inbox to clean up CRM data

  • Automated Follow-ups: Ensured every quote received timely communication

The entire process—from intake to follow-up—was digitized without disrupting the client’s day-to-day operations.

📈 Results & Outcomes

  • Quote turnaround reduced from 7–10 days to under 24 hours

  • Win rate on smaller projects increased significantly, adding 30% more revenue

  • Inbox no longer a bottleneck — fewer apologies, more booked work

  • Centralized visibility into deals, contacts, and follow-ups

  • Workflow reliability improved confidence in quoting high-value projects

“I’m no longer buried in quoting. Now I can focus on running the business.” — General Manager (paraphrased)

🔍 Key Takeaways

This project showed that automation doesn’t need to be disruptive—when done right, it’s empowering. Many SMBs resist changing manual workflows out of fear it will break what’s working. But in this case, a well-scoped CRM implementation not only preserved what was working—it amplified it.

💬 Why It Matters

This wasn’t just a CRM setup—it was a mindset shift. We helped the client see that doing things “their way” could evolve without compromise. The result? A quoting system they trust, and a business that’s finally able to scale.