Case Study · 12 weeks
5 Companies, 1 HubSpot Portal: CRM Consolidation for US Legal Software
Consolidated 5 separate CRM systems into 1 unified HubSpot portal with business unit segmentation for a US legal software company.
5→1
CRM Systems Consolidated
1
Unified Dashboard
3
Cross-Sell Deals Month 1
Client
Legal software, US
Challenge
5 separate CRM systems
Solution
Unified HubSpot portal
Timeline
12 weeks
Key Result
1 unified platform
Tools
HubSpot Enterprise, Custom
Technix Infotech consolidated 5 separate CRM systems from 5 merged subsidiaries into 1 unified HubSpot Enterprise portal for a US legal software company. The consolidation included proper business unit segmentation, cross-unit reporting, and unified automation while maintaining each subsidiary's unique sales processes.
The Challenge
Through acquisitions, the company had accumulated 5 separate CRM systems (2 HubSpot, 1 Salesforce, 1 Pipedrive, 1 custom). Each subsidiary operated independently with different processes, terminology, and reporting.
Leadership could not get a unified view of the business. Revenue reporting required manually combining data from 5 systems. Cross selling between subsidiaries was impossible because nobody could see the full customer picture.
Separate CRM systems running simultaneously after acquisitions. Each with different processes, data models, and reporting. Zero cross-unit visibility.
Why This Was Not a Standard Project
Each subsidiary had legitimate reasons for their unique processes. The consolidation could not force everyone into one generic workflow.
The data migration required mapping 5 different data models into one HubSpot schema while preserving each subsidiary's historical data and reporting continuity.
HubSpot Enterprise's Business Units feature allowed each subsidiary to maintain its own branding, email templates, and processes within a single portal. But the feature only handles cosmetic separation. Technix built custom property-based segmentation and automation rules that kept data, pipelines, and reporting truly separate where needed while enabling cross-unit visibility where wanted.
What We Did
Process Audit
Week 1-3Audited all 5 CRM systems. Documented processes, properties, pipelines, and automations from each. Identified commonalities and differences.
Unified Architecture
Week 3-5Designed one HubSpot schema serving all 5 subsidiaries. Business Unit segmentation, shared + unique properties, cross-unit contact resolution.
Data Migration
Week 5-8Migrated from 5 sources sequentially. Deduplication across systems (contacts appearing in 2+ subsidiaries). Legacy ID mapping for all.
Automation and Reporting
Week 8-10Built subsidiary-specific automation, cross-unit dashboards, and unified revenue reporting. Executive dashboard showing all 5 units in one view.
Training and Launch
Week 10-12Trained each subsidiary's team on their specific HubSpot views. Leadership trained on cross-unit reporting. Phased launch over 2 weeks.
Need Similar Results?
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The Technical Deep Dive
The cross-unit contact deduplication was the hardest problem. The same client might exist in 3 of the 5 subsidiary CRMs with different details in each. Which phone number is correct? Which address is current? Which deal history takes priority?
Technix built a master record resolution system that evaluated data freshness, completeness, and source reliability to create one golden contact record while preserving all subsidiary-specific deal and interaction history in separate pipelines.
For the first time in the company's history, the CEO could open one dashboard and see revenue, pipeline, and customer data across all 5 subsidiaries. Cross-selling opportunities were immediately identified, with 3 deals closing in the first month from contacts who existed in multiple subsidiaries.
The Results
| Metric | Before | After |
|---|---|---|
| CRM Systems | 5 separate | 1 unified portal |
| Cross-Unit Visibility | Zero | Complete |
| Revenue Reporting | Manual, 5 sources | Real time, 1 dashboard |
| Cross-Selling | Impossible | 3 deals closed in month 1 |
5→1
CRMs Consolidated
1
Unified Dashboard
3
Cross-Sell Deals Month 1
12 wks
Implementation
The consolidation was not just about reducing CRM costs (though that saved approximately $30,000 per year in software licenses). The real value was visibility: leadership could see the complete business for the first time, and cross-selling between subsidiaries became possible overnight.
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Book a Free Consultation“We spent 2 years trying to merge these businesses operationally. Technix did it in 12 weeks. For the first time I can see our entire business in one dashboard. The cross-selling alone has paid for the project.”
CEO
Legal Software Company, US
Tools and Technologies Used
Salesforce (source)What We Learned
01
Business Units are not enough
HubSpot's Business Units feature handles branding separation but not data or process separation. Custom architecture is needed for true multi-company operation.
02
Deduplication across sources is hard
The same contact in 3 systems means 3 versions of truth. Master record resolution logic was the most complex part of the project.
03
Cross-unit visibility enables cross-selling
3 deals closed in month 1 from contacts who existed in multiple subsidiaries. That revenue was invisible before consolidation.
Frequently Asked Questions
Questions About This Type of Project
Yes, with HubSpot Enterprise and proper architecture. Technix builds custom segmentation that goes beyond the native Business Units feature to handle separate processes, data, and reporting.
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