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Gro Clinics

Custom HubSpot Integrations Powering Gro Clinics’ Medical Sales Transformation

Gro
Services Used
Sales Hub Marketing Hub Ops Hub
Solution
Sales Hub
Project Manager
Sophie Costello
Project Location
Australia
Project Goals

Gro Clinics, a leader in hair transplant solutions, encountered significant challenges with their system integrations. Their existing processes led to inefficiencies, such as data duplication and ineffective communication strategies. Recognising the need for a comprehensive solution, Gro Clinics sought to revamp their operational strategy to ensure seamless data flow, optimise their processes, and enhance overall management. Partnering with Neighbourhood, Gro Clinics aimed to address these challenges through innovative solutions that leveraged advanced technological capabilities. By implementing strategic changes and utilising cutting-edge tools, we developed a tailored approach that not only resolved immediate issues but also positioned them for sustained growth and success.
Tools Used
HubSpot-Logo Zenoti miro

Their wants

01

Accurate and reliable data in HubSpot that reflects the information from Zenoti (Clinic management system) 

02

A seamless integration that creates or updates deals based on appointments

03

A simplified sales pipeline that aligns with their actual sales process

04

The ability to use HubSpot's new Leads object and Prospecting Workspace effectively

Their needs

01

A working integration to ensure data flows correctly between Zenoti and HubSpot

02

A new sales pipeline with automation to manage deals and leads efficiently

03

A thorough data cleanup to remove duplicates and fix inaccuracies

04

Ongoing workflows to ensure appointment updates (e.g., cancellations or reschedules) are reflected in HubSpot

Identifying the problem

Gro Clinic faced major issues with their integration between Zenoti and HubSpot, which caused thousands of duplicate deals, stagnant pipelines, and missing appointment updates. This made it difficult for the sales team to track customer progress and for the marketing team to target campaigns effectively, leading to inefficiencies and wasted time. The Zapier-based integration was poorly documented and hard to manage after the departure of the team member who built it. Our goal was to rebuild the integration, clean up their data, and streamline their sales process to ensure accurate data, automated workflows, and reliable reporting.

Scope of works

Ops Hub
  • Replaced Zapier with webhooks and HubSpot workflows to integrate Zenoti with HubSpot
  • Created a custom object ("Zenoti Appointments") to track and manage appointment data
  • Built workflows to process, format, and associate appointment data with contacts and deals
  • Ensured data accuracy and eliminated duplicate deals by automating data updates and clean-up
Sales Hub
  • Built a new sales pipeline with stages that better represent the client's sales process
  • Automated deal creation and movement based on appointment data from Zenoti
  • Implemented the new Leads object and Prospecting Workspace to streamline lead management
  • Set up workflows to assign leads to the appropriate sales reps and ensure deals don't stagnate

 

Marketing Hub
  • Enabled more accurate segmentation for marketing campaigns by fixing data flow issues
  • Ensured contacts with completed procedures were excluded from new patient marketing emails
  • Improved visibility into customer journeys, allowing for better-targeted marketing efforts

The Plan

  • Integration Rebuild and Automation
  • Sales Pipeline Redesign and Lead Management
  • Data Cleanup and Maintenance
  • Visibility, Reporting, and Ongoing Efficiency

Integration Rebuild and Automation

  • We replaced the outdated Zapier integration with a robust webhook-based solution and introduced a custom "Zenoti Appointments" object in HubSpot.

  • This ensured appointments were accurately tracked and linked to the correct contact, deal, and clinic.

  • The new integration automated deal creation and movement, eliminating manual work and ensuring real-time, reliable data flow.

 

Sales Pipeline Redesign and Lead Management

  • We redesigned the sales pipeline to align with the customer journey, automating deal movement based on appointment data.

  • HubSpot’s Leads object and Prospecting Workspace were implemented to help the sales team organise and action new leads efficiently.

  • Lead assignment was also automated to ensure reps received leads relevant to their clinic location.

 


 

Data Cleanup and Maintenance

  • We removed thousands of duplicate deals, standardised existing data, and implemented workflows to maintain data cleanliness.

  • This ensured both sales and marketing teams could trust HubSpot data, work more effectively, and avoid future data clutter.

 

Visibility, Reporting, and Ongoing Efficiency

  • We automated appointment updates and set reminders for stagnant deals to keep the sales team on track.
  • Custom reports were built to track key metrics like conversion rates and pipeline velocity, providing actionable insights. 
Sales Pipeline

The Strategy

  • Focus on Automation
  • Prioritise Data Accuracy
  • Streamline Processes
  • Enhance Visibility
  • Build for Scalability

Focus on Automation

  • Eliminate manual processes by automating deal creation, movement, and appointment updates.
  • This reduced inefficiencies and ensured data flowed seamlessly between Zenoti and HubSpot

 

Prioritise Data Accuracy

  • Clean up existing data and implement workflows to maintain accuracy, ensuring the sales and marketing teams could trust the information in HubSpot.

 

Streamline Processes

  • Redesign the sales pipeline and implement tools like the Leads object and Prospecting Workspace to simplify lead management and align the system with the customer journey.

Enhance Visibility

  • Provide clear insights into performance through automated updates, reminders, and custom reports, enabling the team to make data-driven decisions.

Build for Scalability

  • Create a system that could grow with the business, using webhooks and workflows instead of custom code to ensure the team could manage and update the system without technical expertise.

The Results

3 Days

Avg days to close compared to 138 days in their old pipeline

52%

conversion rate compared to 36% in their old pipeline

140

Deals created each week compared to 270 deals (including duplicates) prior

With Neighbourhood's help, Gro Clinics achieved a remarkable transformation in their sales and marketing operations. Their average time to close deals dropped from 138 days to just 3 days, while conversion rates improved from 36% to 52% (general conversion rates for industries like healthcare or cosmetic services range between 2-11% for online campaigns, with top performers reaching around 20%) meaning Gro Clinics 52% conversion rate now far exceeds these averages. Weekly deal creation fell from 270 (with many duplicates) to a clean 140, reflecting more accurate and efficient processes.

By addressing their pain points and building a scalable, automated system, we helped Gro Clinics not only resolve their challenges but also set them up for sustainable growth.

Their sales and marketing teams can now work more efficiently, trust their data, and focus on what matters most—driving their business forward.

The Impact

I had so much fun working on this project with Sophie and all of the Neighbourhood team. They've been amazing, really good with the communication, making sure things are done on time, being able to pivot last minute. There was a fair few points where we needed to just quickly change things up and Neighbourhood was so incredible at accommodating for that, and were really clear in explaining how things work to us so that we had a better understanding of our HubSpot system.
 
Kate Radley
Head of Marketing | Gro Clinics

Conclusion

This wasn’t just about solving immediate problems—it was about empowering Gro Clinics for the future. With a scalable system, actionable insights from custom reports, and a fully trained team, they’re now set up for sustainable growth. It was inspiring to work with such a dedicated team, and we’re thrilled to have helped them build a strong foundation for long-term success.

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