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Case study · CRM migration

Signature-gated deals and referral payouts on Sales Hub Pro

A marketing agency with two lines of business tracked its pipeline in Asana and had only Sales Hub Professional to replace it. I moved 154 deals into two pipelines with their history intact and used DocuSign to gate deal progress and decide referral payouts, with no custom code.

Client
Marketing agency with two distinct lines of business
Platforms
HubSpot Sales Hub Professional, DocuSign, Asana (source system)
Services
CRM migration, data architecture within tier limits

Key result

154

deals moved out of Asana with history intact, each gated on signed agreements

  • 0

    custom code, on Sales Hub Pro alone

  • 12 mo

    referral revenue window started automatically

  • 34

    data decisions resolved before import

The situation

The agency runs two businesses, consulting and staffing, each with its own deal economics. Its pipeline lived in Asana, with stages as sections and deal details in task fields. It relies on referral partners and subcontractors and needed to know which deals were truly signed, who was owed a referral fee, and when.

The constraint was the license. Sales Hub Pro without Operations Hub rules out custom coded workflow actions and limits calculated properties, the usual tools for this kind of logic.

What was getting in the way

  • Closed didn't mean signed

    Deals moved forward before an SOW and MSA were executed, overstating committed revenue.

  • Payout rules had no home

    Referral eligibility, revenue windows and payout frequency lived in agreements and memory.

  • Exports flatten deal history

    Asana exports carry each task's current section, so every closed deal would look as if it had always been closed.

  • Relationships lived in text

    Referral partners and subcontractors were free-text names, spelled differently across tasks.

A deal advances only when its SOW and MSA are signed, and that signature drives everything downstream.

What I built

Commercial rules carried by standard features, within the license.

  1. DocuSign as the control point

    Signature events gate stages and qualify deals for referral credit.

  2. Payout rules as workflows

    A 12-month revenue window, company-level referrers and automatic finance notices.

  3. Two pipelines for two businesses

    Consulting and Staffing on one shared model, with staffing value calculated from its terms.

  4. Association labels

    Referrer and Contractor relationships that drive reporting and payouts.

  5. A migration that keeps history

    Stage entry dates derived in sequence so closed deals carry a realistic path.

  6. Confidence-tiered matching

    Record IDs resolved through a private app, with anything uncertain sent to review.

How it works now

Before
After
BeforeClosed didn't mean signed
AfterStages advance only on a signed SOW and MSA
BeforePayout rules lived in memory
AfterSignature starts a 12-month referral window automatically
BeforeReferrers and contractors as free text
AfterLabeled associations that drive reporting and payouts
BeforeAsana exports flattened history
AfterClosed deals carry a realistic stage path

What carries to your firm

Tie pipeline stages to signed agreements instead of rep judgment, and let the signature event drive the downstream logic.

Sales Hub Pro rules out custom code, but association labels, well-placed properties and standard workflows can carry rules like revenue windows and payout eligibility.