HAELOK® is one of the leading providers of all-metal press-fitting connection systems. Its patented system is used worldwide wherever demanding technical requirements and absolute reliability are essential.

As the company continued to develop, its sales organisation was taken to the next level as well. The goal was to establish structures that could manage complex projects reliably, accelerate decision-making and provide management with clear performance data.

Together with W4, HubSpot was designed to represent multi-stage project processes and international structures in a consistent, manageable way.

Challenge

Against this background, it had become increasingly difficult to manage sales opportunities systematically and maintain clear visibility of responsibilities. Information about tasks, process progress and customer interactions was distributed across different sources, making it difficult to gain a complete view of the sales pipeline.

There was also no automated process logic. Status changes, such as disqualifying a deal, did not trigger follow-up actions in the system, such as handing the opportunity over to another team or initiating structured management follow-up. Task allocation throughout the sales process was not clearly visible either.

For an ISO-certified organisation with clearly defined quality standards, improving transparency, traceability and process reliability in sales was a key priority.

Solution

W4 began by analysing the existing sales logic in detail together with HAELOK®. The company's international project business, with multiple decision-making levels, technical specifications and different stakeholder roles, required the process architecture to be remodelled precisely. The objective was to create a structure that reflected the true complexity of the business while providing an organisational foundation for further growth.

The solution was implemented in HubSpot Sales Pro using a multi-layered system architecture. Several interconnected pipelines, purpose-built custom objects and targeted automations form the foundation of the new sales model. Status changes now trigger downstream processes, create linked records and coordinate handovers between teams. Every project phase is represented consistently and remains fully traceable.

Complex scenarios such as disqualifications were also incorporated into the structure. The reasons, sources and context of sales opportunities are documented systematically and can be used for strategic analysis.

In addition to the technical implementation, W4 closely supported the organisational development of the sales function. Working with sales and management, W4 defined processes, clarified responsibilities and gradually established the new system logic across the company. Existing Excel structures were consolidated and transferred into a central CRM architecture, creating a consistent and reliable data foundation for the first time.

Results

With the new CRM structure, HAELOK® now has a clearly defined and transparently managed sales process. Project phases, responsibilities and status histories are documented at all times and systematically connected.

The sales team has experienced a noticeable reduction in administrative workload. Information is available centrally, handovers follow a structured process and recurring tasks are supported through automation. This allows teams to focus more closely on substantive and strategic work.

Management has also gained significantly greater control. Pipeline development, project status and reasons for disqualification can be analysed consistently, providing a reliable foundation for forecasts and strategic decisions.

The new structure not only represents current processes, but also provides the organisational foundation for further growth and international scaling.

Conclusion

HAELOK®'s implementation of HubSpot demonstrates how clearly defined processes, clean data structures and automated workflows can create a reliable sales foundation. Together with W4, the company built a system that structures day-to-day operations while enabling greater transparency, traceability and continuous development across sales.