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Case study · Systems Integration & Sales Operations · Field Services

One source of truthacross sales & the field

RCR Services, an Australian field-services business operating across four state entities, ran its sales organisation in HubSpot and its field operations in AroFlo. The two systems had never been connected: every job was entered twice, website enquiries were retyped by hand, and progress in the field never reached the sales pipeline. Working with White Oryx, the company established a single source of truth across both systems, reconciled years of historical data, and progressively automated its sales operation from first enquiry to completed work.

0Retyped jobs

Bookings, enquiries and contacts now flow between systems without manual entry

5 minFrom sale to the field

A booked deal becomes a live AroFlo job within minutes of the sale

2-waySync, around the clock

Progress in the field updates the sales pipeline automatically

100%Of actions logged

Every record the automation touches is written to an audit trail

0Wrong merges

Years of historical data reconciled without a single incorrect match

6Follow-up workflows

A structured sales cadence now owned and run by the client team

Chapter 01

The opportunity

Each booked inspection required an administrator to re-enter the client, the contact, the site address and the job details from HubSpot into AroFlo by hand, across four state entities, and every re-entry carried the risk of error. When an estimator priced a job or a crew completed the work, none of that information returned to the pipeline, so the sales view was always days out of date and staff telephoned the field to establish the true position. Beneath the daily friction sat years of accumulated drift: duplicate companies, contacts attached to the wrong businesses, and quotes with no corresponding deal. RCR recognised that resolving the daily double entry without repairing the underlying history would capture only part of the value, and engaged White Oryx to address both.

Chapter 02

The approach

Automating the hand-off from sale to field

When a deal is booked, the automation locates or creates the client in AroFlo, attaches the site and contact, and raises the job in the correct state entity. The AroFlo job number is written back to the deal within minutes, so the sales team never leaves its CRM.

Extending the pipeline to completion

A quote advances the deal, a revised value updates it, and an invoiced job closes it out as work completed. Stages move only forward and no deal is processed twice, so the sales team sees the position in the field without telephoning for it. A historical sweep backfilled every past deal, giving reporting an accurate baseline from day one.

Capturing enquiries at the source

Every website enquiry is read automatically and mapped field by field into a new deal, including the contact, site details and project description, ready for the team within minutes of submission.

Reconciling years of historical data

A staged matching engine worked through companies, contacts and deals, confirming the safest matches first and never guessing the doubtful ones. Confirmed matches received permanent linking identifiers in both systems so that records can no longer drift apart, redundant stub companies were removed, and every run produced a row-by-row audit report.

Reporting leadership can rely on

Two live dashboards cover pipeline health, sales won by owner, invoicing and conversion. Definitions were agreed with the team rather than assumed, periods align to the financial year, and every figure was verified against source data before being treated as final.

Institutionalising the follow-up cadence

Six workflows drive call and task reminders on a timed cadence after every quote, prompt estimators by email, and track response-time KPIs automatically, so that no quote is left unattended in the pipeline.

Making failures visible

A synchronisation error writes a note on the affected deal and alerts the right person automatically, a weekly report records every run in both directions, and edge cases have a self-service path in the sync application so the team can resolve them directly.

Chapter 03

The difference

Precision over volume

In live CRM data, a single incorrect merge causes more damage than ten missed matches and is costly to unwind. Matching was therefore locked to exact identifiers, and anything uncertain was flagged for human review rather than guessed: fewer automatic matches, none of them wrong. The same discipline identified a subtle constraint in HubSpot’s duplicate rules at design time, before it could corrupt records at scale.

Capability transfer, not dependency

The follow-up workflows were deliberately built by RCR’s own team, guided by a step-by-step build guide and reviewed by White Oryx at every stage. Together with a plain-language reference for the sales team and a full technical explainer produced in RCR’s own brand, the client now owns an asset it understands and can extend independently.

Sustained through operation

The engine runs around the clock under an ongoing care plan, and every report provided to RCR passes a strict accuracy review before it is sent: figures are reconciled against the actual run, and preliminary numbers are never presented as final results. The figures hold when they are checked.

Chapter 04

The impact

Today, bookings reach the field without manual re-entry, enquiries file themselves, and the pipeline reflects reality from first contact to completed work. Follow-ups run on a defined cadence, leadership reads live figures that withstand scrutiny, and years of history are permanently linked with a complete audit trail. The sales team sells, the crews work, and the systems keep each other honest: the outcome of vendor-neutral integration, done properly.

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HubSpot APIAroFlo APIAzure Functions Node.jsAutomated reporting & email parsing
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