The Client
Somewhere between national security protocols and multi-year procurement timelines, a large cybersecurity company was running its internal operations faster than they were built to handle. With such intense demands, the team was doing its best to keep up. They knew they needed to build a better structure for them to work from, but with such high-stakes customer needs, they found themselves constantly working on the urgent things over the important ones. Their clients relied on them for infrastructure that couldn’t fail. But in stark contrast, the go-to-market team was subject to fragmented data, slow processes, and burdened by hierarchy.
With so many moving parts, both in person and online, the team found itself losing important data. And there was just so much data to track as well, because sales cycles ranged from six months to three years. Additionally, despite trade shows being the company’s most active marketing channel, no one had a reliable way to track the results of the shows they attended. The teams doing the work in their CRM had little context, limited access, and no way to trace marketing activity to revenue. And the only person fully managing the company’s marketing operations had neither the bandwidth nor the structural support to fix the gaps on her own. The team had the technical knowledge, but they needed extra hands to help them.
The Problem
In this case, the company’s tools weren’t broken. Just misaligned. The team had implemented HubSpot to manage their sales and marketing, but it hadn’t been adapted to the reality of how business got done. Marketing campaigns existed in name only, reflecting trade show events only without connected email programs or follow-up workflows. And attribution had become an exercise in frustration. Sales operated independently while marketing was left to connect the dots without visibility into what happened after the first handoff.
When someone asked for a report, it took several rounds of translation before anyone even understood what was being measured. Contact lists from events were passed over in spreadsheets, only to be manually keyed into the CRM one name at a time, just to make sure activity could be tied to pipeline. The internal structure (built on tight permissions, siloed roles, and bureaucratic controls) meant that even the most capable team members spent more time navigating access than improving outcomes.
The Solution
ClearPivot stepped in with one priority: relieve the pressure without losing momentum. The work started with a lifecycle map, defining how leads moved from initial contact to closed deal. But what followed wasn’t a traditional implementation. Each week brought a new need, a new fire to put out, a new layer of hidden complexity. The ClearPivot team saw the opportunity and quickly adapted, embedding alongside the client’s internal lead, to respond to short-term requests while quietly building the long-term structure that had been missing all along.
They automated what had once been manual, building the much-needed reports and making sure contact lists were managed through new campaign workflows instead of one-by-one form entries. Work that used to consume five hours a week now took minutes. And to the joy of the client’s team, attribution data finally started flowing in a way they could use. The conversations that had long been reactive finally moved to proactively giving them the long-term clarity they needed. They introduced lead scoring, not because it would immediately change outcomes, but because it forced the internal team to ask questions they’d never had time to ask, like, “Who are we actually trying to reach?” and, “How do we know when someone’s a good fit?”
The Results
The most obvious improvements came in time saved and reports delivered. But the deeper impact showed up in how the team worked. By the end of the engagement, the marketing operations lead was able to step away for a much-needed break with confidence. The systems were intact with dependable processes. The company could keep moving, keep measuring, and keep deciding with clarity, which was something they hadn’t had before.
For an organization where every client engagement requires long-term trust and exacting detail, that shift mattered. It wasn’t about faster deals or flashier dashboards. It was about real alignment. ClearPivot gave the company back its time, its visibility, and its ability to move with intention instead of inertia. And when systems finally worked the way the business did, everything else started to make more sense.
