Enhancing an Industry Leader: How SitePad Elevated Hubbway's Success

Background

Hubbway Plant Hire, established in 1965, has grown into a prominent provider of plant hire and equipment rental services in the UK. Known for its extensive fleet and commitment to service excellence, Hubbway has successfully supported numerous construction and infrastructure projects across the region. With a reputation built on reliability and innovation, Hubbway sought a comprehensive solution to streamline their sales, customer management, and equipment hire processes.

The Challenge & Objective

The primary challenges included:

• Enhancing the diary and calendar functionality for sales representatives to plan and track weekly site visits.

• Integrating key customer financial details, including account balance, credit limits, and payment terms, from the Syrinx system.

• Customising sales pipeline stages to better reflect Hubbway's lead management approach.

• Replacing manual call sheets with a digital notes system integrated into the CRM.

• Automating the creation of unconfirmed contracts and advice notes in Syrinx upon quotation confirmation.

• Enhancing reporting and visibility of hire contracts, site visits, and pending off-hires.

• Improving route mapping and mileage tracking for sales visits.

• Integrating telemarketing tools and Outlook for enhanced communication.

The Solution

SitePad worked closely with Hubbway to implement a tailored CRM and hire management system addressing their key requirements:

1. Enhanced Diary and Calendar Features:

   • A diary section enabling sales reps to plan their weekly visits.

   • Calendar views reflecting scheduled and completed visits, with full visit notes available upon drilling down.

   • Map views displaying planned visits in different colours.

2. Syrinx Data Integration:

   • Real-time synchronisation with Syrinx for essential customer financial data, including account balance, credit limits, payment terms, and insurance information.

3. Sales Pipeline Customisation:

   • Custom sales pipeline stages configured for Hubbway's specific needs, including new, open contact, requoted, lost categories, and won deals.

4. Digital Note Management:

   • Paper call sheets replaced with a digital notes system.

   • Notes categorised under contact types such as head office visit, site visit, and telephone call.

5. Quotation and Contract Automation:

   • Confirmed quotations automatically raising unconfirmed contracts in Syrinx for self-drive hires.

   • Streamlined order placement without the need for a prior quotation.

6. Advanced Reporting and Visibility:

   • Improved visibility of hire contracts on site views with detailed contract information available on hover.

   • Full history of advice notes and breakdowns pinned to customer and site records.

   • Dashboard enhancements including pending off-hires with drill-down capabilities.

7. Route Planning and Mileage Tracking:

   • Google Maps integration for route mapping based on postcodes.

   • Mileage tracking for reconciliation with weekly car check sheets.

8. Communication Tools Integration:

   • Telemarketing tool integration (Teams and WhatsApp).

   • Outlook integration for streamlined email communication.

Advanced Syrinx Integration

A key part of the solution was the deep integration with Syrinx, enhancing operational efficiency:

• Real-time data synchronisation for financial data and contract management.

• Automation of unconfirmed contracts and advice notes creation.

• Advanced search capabilities for invoice history and advice notes.

• Improved visibility of all current and previous contracts pinned to specific sites and customers.

Results and Benefits

The collaboration between SitePad and Hubbway Plant Hire delivered significant improvements:

• Operational Efficiency: Automated workflows reduced manual data entry and paperwork.

• Enhanced Visibility: Real-time contract and site visibility improved decision-making.

• Better Sales Management: Customised sales pipelines and digital notes enhanced lead tracking and conversion rates.

• Improved Customer Experience: Faster access to financial data and contract information enhanced customer service.

• Streamlined Communication: Integrated telemarketing and email tools improved team collaboration.

Conclusion

The SitePad and Hubbway Plant Hire partnership successfully transformed Hubbway's CRM and hire management operations. Through customised features, advanced Syrinx integration, and enhanced reporting capabilities, SitePad empowered Hubbway to streamline their processes, improve sales performance, and enhance customer satisfaction. This collaboration stands as a testament to how tailored technology solutions can drive operational excellence in the plant hire industry.