Firma Virtual is an online notary based in Chile. Their online platform provides users with a trustworthy, secure, and user-friendly way of signing contracts and notarial documents, from the comfort of their home or office, with notarial certification and protocolization.
Their clients include leading brands in Latin America such as Remax, Ripley, Mundang, Easy Prop, Global Brokers, and more. Additionally, Chilean citizens can use Firma Virtual's services to carry out everyday formalities and procedures.
Some of the certificates and documents that can be notarized through Firma Virtual include:
The project's goal was to implement HubSpot's Sales and Marketing hubs with the ultimate purpose of making daily work more efficient by automating processes that were previously done manually. To do so, we were constantly in communication with the main relevant team members for these hubs: CEO, Tech manager, COO, and Sales reps.
Before Digifianz came in, Firma Virtual worked daily with different platforms, tools, and processes without having a clear way of gathering and handling information.
We worked with them to unify and centralize these processes within HubSpot and optimize their Sales processes to provide an even better service to their clients.
We organized the process through a series of bootcamps and a set of deliverables so that the Firma Virtual team could be trained in HubSpot and understand how the processes were carried out there, not only theoretically but also practically.
The bootcamps we went over with them covered a wide range of topics. Regarding the Sales process, we held a number of bootcamps where we first discussed their needs and current strategy, then presented a chart outlining our plan to execute the Sales process in Hubspot, followed by a final evaluation of the implemented process within the CRM.
Additionally, we held a series of training sessions to review the Sales, and Marketing hubs with the appropriate team members, ensuring that everyone could work efficiently within HubSpot.
This was crucial for Firma Virtual because changing tools and business processes within an organization can be challenging. Training was essential not just to prevent errors but also to help team members recognize the value and advantages that the implementation would bring. It allowed them to start using the tool as soon as possible.
Finally, we also guided them in migrating their contacts database into HubSpot so that they centralize all of their information within this tool thus avoiding errors that might arise from using different platforms simultaneously.
During weekly meetings, we collaborated with management and relevant teams to progress each step of the process.
Through the project, we implemented 15 workflows and 1 Sales Pipeline, which helped the team make the most of their workday by providing automatic reminders and other automations that decreased the amount of work the team needed to do daily.
The Sales Pipeline created by Digifianz for Firma Virtual had one main goal: to optimize Firma Virtual's sales team's daily activities, in the hope of providing a seamless sales experience to their prospects.
To achieve this goal, it was essential that the sales pipeline created in HubSpot perfectly mirrored the different steps prospects went through in Firma Virtual's online platform. Considering this, we dedicated several hours to fully understanding Firma Virtual's sales process, how prospects interacted with their platform, and the information required from them at each stage. We used a Whimsical board to represent the sales process and every detail that should be considered.
Only once we had fully understood the process we moved on to creating the required custom properties in HubSpot, the actual Sales Pipeline, and all of the necessary automations. The final pipeline included a total of eight stages and fifteen automations.
The final test that would allow us to understand if our implementation had been successful was the integration with Firma Virtual's online platform. It was essential that all of the created properties matched the information brought through this integration, so data could be properly reflected in the pipeline.
Although this required some back and forth, and a couple of tweaks, ultimately the integration was completed and Digifianz's work was considered a success!
The goal of implementing HubSpot's Marketing Hub for Firma Virtual was to create multi-channel marketing tools that would allow them to generate, qualify, and convert leads while facilitating marketing and sales alignment.
Firma Virtual's Buyer Personas and Buyer's Journey were the central pieces that guided our implementation.
Because of their importance, the first thing we did when starting this implementation was to have our Buyer Personas and Buyer's Journey Bootcamp. This allowed us to identify the needs and pain points of Firma Virtual's key Buyer Personas as they moved along the different stages of their Buyer's Journey. Additionally, we were able to define lifecycle stages.
Moving on we implemented Firma Virtual's marketing process. Some of the services we provided during this stage were:
Throughout all of the project, we maintained close communication with Firma Virtual's team, sharing the progress of each task, and listening to their feedback.
In addition to being user-friendly, HubSpot offers a number of advantages that were essential to the project's success. First off, Firma Virtual was able to handle all of its sales, and marketing activities on HubSpot's consolidated platform. The team was able to streamline their sales process, generate targeted marketing assets, centralize their telephone communications with clients, and track their interactions with them thanks to this.
Additionally, HubSpot provides a selection of potent analytics solutions that allow businesses to gain significant insights about their clientele and how they engage with their team. This includes in-depth statistics on deals, team performance, email marketing, and other metrics that may be utilized to guide growth and assist strategic decision-making.
Finally, Firma Virtual was able to connect its online platform with ease thanks to HubSpot's integrations with other important business tools. This will enable them to continue streamlining their operations in the future. Firma Virtual chose Hubspot because of all these advantages as well as its user-friendly design when trying to streamline its business procedures and spur growth.
During this project, we faced one main challenge. Firma Virtual firmly needed to be able to make and receive calls through their HubSpot account. Without this functionality, our whole implementation wouldn't be useful to them.
Unfortunately, HubSpot only allowed outgoing calls to be made through their platform for phone numbers in LatAm, as was the case with Firma Virtual. This required us to thoroughly research and find a creative in which Firma Virtual could receive incoming calls through their HubSpot account.
After evaluating and testing different alternatives, we came to the conclusion that an integration with AirCall would be the best way to go.
We presented this solution to Firma Virtual, and they agreed to proceed with it. They purchased the AirCall license and we performed the integration with HubSpot.
Although this represented a small bump on the road, we were able to find our way through with effective communication, dedicated research, and collaboration. The end result was a successful integration with HubSpot that Firma Virtual now joyfully uses in their daily activities.
One of the primary outcomes worth highlighting is the transformation from a predominantly manual 1-to-1 email contact process, lacking customer tracking, to a fully automated system. This transformation has enabled them to maintain comprehensive records of their clients and the revenue they generate.
This achievement has been made possible through the implementation of three crucial elements:
This comprehensive overhaul has significantly enhanced their efficiency and productivity, ensuring a more seamless and data-driven approach to customer management and revenue generation.
Firma Virtual's HubSpot Sales and Marketing implementation was a successful and rewarding project.
We really enjoyed collaborating with Firma Virtual's warm team and working together to find the best way to align HubSpot's features and Firma's processes.
We look forward to staying in touch with Christian, José, and all of their team to see how we can continue optimizing Firma Virtual's processes, communications, and customer service.
If you are searching for a qualified partner for your HubSpot implementation, we would love to speak with you!