---
title: Case Studies - HubSpot, RevOps & CX Content Results - CXChronicles
description: How CXChronicles helped lift HubSpot utilization from 15% to 88%, resolve duplicates, and helped Cyara and Instant Teams turn conversations into content.
---

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Case studies

# Real results from real customer teams.

How growth-stage companies use CXChronicles to fix their CRM, clean their data and turn conversations into content that keeps working.

[**15% → 88%**HubSpot platform utilization*Incentivesmart*](https://www.cxchronicles.com/case-studies#incentivesmart-hubspot) [**~70%**of duplicate companies resolved on day one*Incentivesmart*](https://www.cxchronicles.com/case-studies#incentivesmart-duplicates) [**70K+**YouTube views in 5 months, 6x their 2024 content*Cyara*](https://www.cxchronicles.com/case-studies#cyara) [**9.8%**LinkedIn engagement rate, well above average*Instant Teams*](https://www.cxchronicles.com/case-studies#instant-teams)

Jump to: [HubSpot and RevOps](https://www.cxchronicles.com/case-studies#incentivesmart-hubspot) [Data quality and automation](https://www.cxchronicles.com/case-studies#incentivesmart-duplicates) [Live events](https://www.cxchronicles.com/case-studies#cyara) [Content and thought leadership](https://www.cxchronicles.com/case-studies#instant-teams)

Managed servicesHubSpot multi-hubRevOps

## From an underused tech stack to an enterprise engine

![Incentivesmart](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/incentivesmart-1.png?width=400&name=incentivesmart-1.png)

### The challenge

[Incentivesmart](https://www.incentivesmart.com/), an employee engagement and customer loyalty platform, was invested in a multi-hub HubSpot setup with Marketing Pro, Sales Pro and Service Pro. An operational audit showed they were using only a low double-digit percentage of it. Sales logged deals after the fact, marketing qualified leads by hand, and Customer Success worked outside HubSpot entirely.

The biggest risk was an 8-figure pile of dormant opportunities still sitting in open deal stages. It inflated the pipeline and made it impossible to trust win rates, forecasts or sales velocity. Enrichment tools were also pushing in partial records with no guardrails.

### The strategy

Every change had to drive lead generation, lead quality or pipeline velocity. A cross-functional workgroup from sales, marketing and data worked through three phases, with bi-weekly working sessions so frontline teams helped design what they'd use.

1. Database baseline and architecture clean-up
2. Inbound automation and speed-to-lead routing
3. Behavioral qualification and sales enablement

### What we built

1. **Pipeline clean-up and guardrails**Moved the stale 8-figure pile out of active stages while preserving velocity data, added validation rules, and collapsed 126 industry fields into 18 clean ICP segments.
2. **15-minute speed-to-lead**Round-robin routing for demo requests that sends a personal meeting invite from the right rep within 15 minutes, and switches off if the prospect has already booked.
3. **Lead scoring and ICP fit**A tiered behavioral scoring model plus a company-fit matrix, so sales instantly see which accounts have the highest intent and fit.
4. **HubSpot Sales Workspace**Activated for the first time, with pre-filtered prospecting pools for SDRs: high scores, uncontacted ICP accounts and recycled opportunities.
5. **Data governance and risk alerts**Financial risk data on company records and automated ownership rules for accurate revenue attribution.

**15% → 88%**HubSpot platform utilization

| Area | Before | After |
| --- | --- | --- |
| Pipeline integrity | 8-figure inflation from unworked deals | Accurate pipeline and clear board visibility |
| Sales environment | Siloed views and disjointed workflows | One trusted workspace |
| Speed-to-lead | Manual, delay-prone follow-up | Automated 15-minute follow-up |
| Reporting | Pipeline sources unclear | Tracked by MQL, SDR and BDM source |

**What's next:** moving Customer Success fully into HubSpot to unify client health scoring, plus product-level reporting.

Managed servicesHubSpot custom codeData quality

## The Triple-Lock engine: solving cross-regional duplicates

![Incentivesmart](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/incentivesmart-1.png?width=400&name=incentivesmart-1.png)

### The challenge

As Incentivesmart scaled outbound, enrichment tools and imports flooded HubSpot with records. A company created with a .com domain would get a duplicate the moment a contact arrived from its .co.uk domain. Reps checked fragmented records, owners stepped on each other's toes, and leadership lost a single view of each account.

Cleaning thousands of records by hand wasn't realistic, and marketplace deduplication apps relied on surface-level matching that missed regional domain differences.

### The strategy

Build something native to HubSpot workflows that adapts to real-world data, and earn leadership's trust that automated merges were safe. The answer was a "Triple-Lock" validation framework: strict enough to rule out false positives, so merges could run automatically instead of piling up in a manual review queue.

### How it works

Company created or updated*→*Normalize data*→*Search candidates*→*Score matches*→*Triple-Lock gate*→*Merge or safe exit

1. **Normalization**Strips web prefixes, lowercases everything and removes legal suffixes (Ltd, LLC, Inc, GmbH) and country markers, so "Incentivesmart Ltd" and "Incentivesmart (UK)" match.
2. **Domain root matching**Reduces domains to their root, so .com and .co.uk variations map back to one parent company.
3. **Multi-angle search and scoring**Finds candidates by domain, name and LinkedIn data, then scores them, with domain and name weighted highest.
4. **The Triple-Lock gate**A merge only happens when domain, company name and at least one secondary signal (postcode or LinkedIn) all match.

Built with HubSpot custom-code workflow steps and Breeze AI, it runs within seconds of a record being created.

**~70%**of existing duplicate companies resolved on first run

- **No extra licence costs:** no third-party deduplication app subscription needed
- **Duplicates stopped at the door:** new records checked within seconds of arriving
- **Cleaner reporting:** activities, emails and deals unified onto one record per company
- **Reusable:** the engine can be deployed for other HubSpot clients

**Worth knowing:** automation can't match what isn't there. Good results still depend on a baseline of decent data coming in.

Live eventsContentXchange 2025

## Elevating impact through authentic storytelling

![Cyara](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Live%20Events/cyara%20logo%20png.png?width=400&name=cyara%20logo%20png.png)

### The challenge

As [Cyara](https://cyara.com/) prepared for Xchange 2025, the team wanted to expand its reach and spotlight authentic customer stories. With limited resources and ambitious goals, they needed a partner to capture on-site interviews and deliver fast, high-quality video content.

### The solution

Cyara partnered with CXChronicles to turn Xchange conversations into brand stories. On-site interviews with executives, customers and CX leaders, paired with polished production, created a scalable content engine that kept working well beyond the event.

[See our event packages](https://www.cxchronicles.com/events/?hsLang=en)

**70K+**YouTube views in 5 months, 6x their 2024 content

- **7,400+ YouTube Shorts views** in 30 days, 65% of all 2024 Xchange video traffic
- **1,900+ individual engagements** on Cyara's LinkedIn content during Xchange
- **20+ short-form videos** created and distributed

> “What stood out about CXC was the value we received for the investment. Adrian and team were incredibly collaborative, gave us clear options and delivered professional, high-quality ready-to-use content that elevated our brand presence. Our team loved working with CXC and we look forward to future projects together.”
> 
> Allison Wilson, Director of Corporate Communications, Cyara

Content curationThought leadershipPodcast

## Amplifying brand thought leadership

![Instant Teams](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Live%20Events/instant%20teams%20logo.png?width=400&name=instant%20teams%20logo.png)

### The challenge

[Instant Teams](https://instantteams.com/), a remote workforce talent marketplace, wanted to showcase its industry innovation and build authority through thought leadership, while creating a repeatable stream of high-quality, branded content for multiple marketing channels.

### The solution

Partnering with CXChronicles gave Instant Teams authentic storytelling and a lasting content engine to drive thought leadership, workforce innovation and visibility with an engaged community.

[See content bundles](https://www.cxchronicles.com/podcast-content/?hsLang=en)

**9.8%**LinkedIn engagement rate, significantly above average

- **An evergreen "living content" hub** on their website
- **Rotational monthly promotion** across LinkedIn and other channels
- **SEO gains** through YouTube, their website and keyword strategy

> “Partnering with CXChronicles enabled us to batch-generate industry-specific thought leadership content that strengthens our brand presence. Deliverables have been repurposed across social media, our new website hub, and SEO-driven YouTube placements, maximizing visibility and reach.”
> 
> Erica McMannes, CEO, Instant Teams

We've also worked with

- ![Cars Commerce](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/cars-comm_logo_tm_stack_rgb_pos-1.png?width=280&name=cars-comm_logo_tm_stack_rgb_pos-1.png)
- ![Finch](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/finch%20logo.png?width=280&name=finch%20logo.png)
- ![Yellowfin](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/Yellowfin_Logo_2018.png?width=280&name=Yellowfin_Logo_2018.png)
- ![Envera Solutions](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/Envera-Site-Logo-1.webp?width=280&name=Envera-Site-Logo-1.webp)
- ![GMS Transportation](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Managed%20Service%20Clients/GMS%20TRansportation%20-%20No%20Background-1.png?width=280&name=GMS%20TRansportation%20-%20No%20Background-1.png)
- ![Customer Contact Week (CCW)](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Live%20Events/ccw%20logo.jpeg?width=280&name=ccw%20logo.jpeg)
- ![Klearcom](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Live%20Events/klearcom%20logo.png?width=280&name=klearcom%20logo.png)
- ![QuestionPro](https://www.cxchronicles.com/hs-fs/hubfs/Client%20Logos/Live%20Events/questionpro%20logo.png?width=280&name=questionpro%20logo.png)

## Want results like these?

Tell us what's holding your customer operations back. We'll tell you where we'd start.

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