How Origin63 Helped a Real Estate Client Achieve Compliance and Efficiency

When a real estate investment trust sought a customized approval process for deal management, they turned to Origin63 for a solution. The client required a system that ensured all deals received proper authorization before moving to the "Closed Won" stage. With HubSpot’s default Approval Process feature limited to three approvers, our team developed a scalable workaround that met the client’s unique needs.

The Challenge

The client faced significant obstacles in managing their deal approval process:

• Inadequate Default Features: HubSpot’s Approval Process was restricted to three approvers, whereas the client needed a workflow involving seven approvers.
• Complex Workflow Requirements: Ensuring seamless communication and follow-up for approvals required a high level of coordination and automation.
• Compliance Risks: Without a robust system, the risk of unauthorized deals moving to "Closed Won" was high, potentially impacting regulatory and operational standards.

The Solution

To address these challenges, our team devised a customized approval process leveraging multiple HubSpot features:

1. Pipeline Rule Enforcement: Deals in the "Pending Approval" stage could only be edited by members of a designated Approvers Team, ensuring secure access.
2. Internal Email Notifications: Automated emails alerted designated approvers as soon as deals entered the "Pending Approval" stage.
3. Task Creation: A task was generated for each approver to ensure timely action.
4. Follow-Up Notifications: If a deal remained unapproved after one day, a reminder notification was sent to all approvers in the team.
5. Stage Validation: Deals moved to "Closed Won" without prior approval were automatically rerouted to "Pending Approval," maintaining compliance.

Execution

The implementation involved:

• Workflow Development: Multiple workflows were created to manage notifications, task assignments, and deal stage validations.
• Team Configuration: A specialized Approvers Team was set up with clear roles and permissions.
• Comprehensive Documentation: Detailed diagrams and step-by-step instructions were provided to ensure smooth adoption by the client’s team.

The Results

Our tailored approach delivered measurable benefits:

• Increased Compliance: The system ensured that every deal received proper approval before closure.
• Enhanced Efficiency: Automation reduced manual follow-ups, saving time and effort for the sales team.
• Scalability: The solution’s modular design allows for easy adaptation to future requirements, such as adding more approvers or integrating with other systems.

Lessons Learned

This project highlighted the importance of customization in meeting unique client needs. By fully leveraging HubSpot’s capabilities, we demonstrated how creative problem-solving can overcome platform limitations while maintaining scalability and user-friendliness.

Do you need a customized solution to streamline your sales processes? Contact Origin63 to learn how we can help your team operate more efficiently and effectively.