DE

zeit ag
From data silo to integrated solution:

zeit ag digitizes with HubSpot

zeit ag is a leading Swiss software provider in the field of modern time recording solutions. For over 30 years, the company has been developing market-leading SaaS applications for working time and project time recording as well as shift planning under the umbrella of the Volaris Group. With a team of around 20 employees, zeit ag serves customers from industry, commerce, the public sector, banks and insurance companies - from SMEs to international corporations.

Sales
Process optimization
Automated
Lead qualification
Multi-level
Deal pipelines
Marketing
Automation
CMS migration
in HubSpot
Service ticketing
with time recording
Bidirectional
ERP integration

The way to solution

Initial situation: Fragmented systems slow down growth and efficiency

zeit ag was faced with the challenge of managing its rapidly growing business with outdated and isolated systems. Sales used Lead Forensics, marketing used a separate platform, support ran via Zendesk and accounting via Navision. This fragmented system landscape led to media disruptions, data silos and a lack of transparency across customer contact points. In order to increase efficiency and provide a holistic view of leads, existing customers and service requests, zeit ag decided to work with konzepthaus to implement HubSpot comprehensively.

Project progress and solution approach Structured entry: focus on sales processes

The project launch in April 2024 initially focused on the sales area. Together with the zeit ag sales team, the consultants from konzepthaus defined a clear lead-to-deal process: new leads flowed automatically into HubSpot, were qualified using the lead prospecting tool and then transferred to various deal pipelines. Large accounts with multiple user requirements received personal support ("high-touch"), while smaller budgets were led directly to a deal via a self-service pipeline. A separate pipeline was also introduced for existing customers in order to efficiently map upselling and cross-selling. Automations such as task pings, reminder emails and standard notifications ensured smooth processes.

Project progress and solution approach Marketing reboot with HubSpot

The integration of the marketing hub followed just a few months later - in August 2024. konzepthaus connected all social media channels with HubSpot, set up a newsletter system and used HubSpot specifically to support contract management - in particular by providing the new GTCs in a structured manner via landing pages and automated communication processes.

Project progress and solution approach Rethinking service: from tickets to time billing

In autumn 2024, the focus shifted to the Service Hub: the replacement of Zendesk and the development of a clear ticket pipeline in HubSpot were initiated. In addition to automated responses and reminders, the development of individual time recording per ticket is currently being implemented. The aim is to enable service employees to record their processing times directly in the system and then automatically consolidate them for monthly billing.

Project progress and solution approach Last piece of the puzzle: ERP integration with Navision

From September 2024, the integration of Navision into HubSpot was implemented so that customer master data, billing information and license data are synchronized bidirectionally. This means that all information relevant to sales and service is bundled and available centrally in HubSpot at all times - clearly arranged and without the need to switch between different systems.

Thanks to the targeted expansion of the user interface on the company data set, employees can view and edit all ERP data directly in HubSpot. This solution eliminates the last data silo and enables consistently transparent and efficient access to all important information. HubSpot thus unfolds its full potential as a central platform for sales and service.

This is what
our customer says

Profilbild-Stefan-Müller-zeit-ag-4
What particularly impressed me was the partnership-based way of working with konzepthaus: always focused on our goals, with open communication and deep mutual trust. I would particularly like to emphasize how quickly and promptly the results were delivered - reliably and so quickly that we were able to move directly to the next steps.
STEFAN MÜLLER,
CEO zeit ag

Results & Learnings

Team and methodology

A total of up to eight specialists worked on the project at the same time - including developers, integration experts and HubSpot consultants. The iterative approach proved to be the key to success: Employees were involved in process definition and system adaptation at an early stage ("learning on the job") so that new workflows could be directly validated and optimized.

Results and added value

Within a very short time, zeit ag achieved employee acceptance of over 90% in the new CRM system. Automated tasks and reminders reduced the administrative workload by around 30%, while standardized processes facilitated the onboarding of new locations. Thanks to over 50 customized reports, sales figures, marketing campaigns and key service figures can be viewed at any time. The complete integration of all customer contacts, from lead to service request, enables a genuine 360° view of the customer.

Key Learnings

The project showed that flexibility of mind and process design are essential for the successful introduction of new systems. HubSpot's standard functionalities should be used as extensively as possible and only adapted where really necessary. And last but not least: change management works best when everyone involved is actively involved right from the start.

Advantages for zeit ag

Clear
Increased efficiency
360°
Transparency
High
User acceptance
Scalability
and flexibility
The introduction of HubSpot at zeit ag shows how powerful the platform is when marketing, sales, service and ERP interact seamlessly. The combination of individualized sales processes, automated quotation logic and the Navision interface was particularly exciting - a real best-practice example of integrated customer lifecycle management.
MONIKA WISSER
Managing Director at konzepthaus

Used HubSpot technologies

CRM
Central management of all customer contacts
Sales Hub
Lead qualification, deal pipelines automated reminders and notifications
Marketing Hub
Social media channels, newsletter system, landing pages and HubSpot CMS
Service Hub
Ticketing system to replace Zendesk
Integrations and interfaces
Bidirectional synchronization of customer data, invoices and license information

Get to know konzepthaus Convinced?
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As experts in technology and integration, we rely on the HubSpot CRM platform to create solutions that go far beyond the ordinary.

We support you with CRM implementation for sales, marketing and service. In addition, we create customized concepts for the development of websites, the construction of platforms and system integrations and migrations.

At konzepthaus, you get 100% individual solutions that are perfectly tailored to your current processes and systems.

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