Case / Instaffo
Replacing Salesforce with HubSpot Sales Hub: How Instaffo built a CRM fit for their sales process
Industry:
HR Technology
Region:
EMEA
Business Size:
Mid-Market
Service:
Integration consultancy, Sales strategy, Sales Hub
Hubs Used:
Sales Hub
Enterprise
Service Hub
Professional
Data Hub
Professional
Commerce Hub
Professional
Executive summary
Key takeways
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Salesforce replaced with HubSpot Sales Hub before license expiry
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CRM rebuilt around Instaffo's actual sales process
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Legacy Salesforce data cleaned and migrated
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Automated invoice creation built between HubSpot and SevDesk
Instaffo had a hard deadline. Their Salesforce license was expiring, and they needed a new CRM in place before it did. One that actually reflected how their sales team worked, not one they had to work around.
Avidly delivered the migration in structured phases, from discovery and requirements workshops through to full Sales Hub configuration and a custom integration that automates invoice creation in SevDesk directly from HubSpot deals.
The result? HubSpot is now Instaffo's central operational system. Structured, scalable, and connected to their back-office from day one.
Avidly delivered the migration in structured phases, from discovery and requirements workshops through to full Sales Hub configuration and a custom integration that automates invoice creation in SevDesk directly from HubSpot deals.
The result? HubSpot is now Instaffo's central operational system. Structured, scalable, and connected to their back-office from day one.
Business overview
Instaffo helps companies hire the best talent efficiently and quickly.
Operating with Salesforce alongside multiple internal systems, Instaffo found that complexity was building up across their processes. As their Salesforce license approached expiry, they saw an opportunity to do more than simply swap platforms. They wanted to rebuild their CRM properly, around how their sales organisation actually operates.
This was both a time-critical migration and a deliberate operational transformation.
Operating with Salesforce alongside multiple internal systems, Instaffo found that complexity was building up across their processes. As their Salesforce license approached expiry, they saw an opportunity to do more than simply swap platforms. They wanted to rebuild their CRM properly, around how their sales organisation actually operates.
This was both a time-critical migration and a deliberate operational transformation.
The challenge
Instaffo was running Salesforce alongside other internal systems, creating friction and making processes harder to manage consistently. With the license deadline approaching, they needed to move quickly without cutting corners.
Some of their challenges included:
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Replacing Salesforce before the license deadline
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Rebuilding the CRM around their sales process, not a generic template
-
Cleaning and migrating legacy Salesforce data without losing fidelity
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Maintaining their invoicing workflow through SevDesk throughout the transition
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Delivering a technically complex CRM migration without disrupting day-to-day operations
This project required genuine discovery, structured execution, and custom technical work, all under a fixed deadline.
"However, the data migration was really complex. We carried them out ourselves - accompanied and advised by Avidly HubSpot Solutions, who guided us through the process with their HubSpot expertise. From discovery to go-live."
The solution
Discovery and planning
Avidly ran structured discovery workshops covering both the sales process and the technical landscape.
This ensured the HubSpot implementation reflected how Instaffo actually works, rather than defaulting to out-of-the-box configuration.
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Sales discovery workshops to define pipelines, properties, automations, and reporting requirements
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Technical discovery to map the existing Salesforce environment and back-office integrations
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Clear phasing to reduce risk and maintain operational continuity throughout
HubSpot Sales Hub implementation
With discovery complete, Avidly configured HubSpot Sales Hub to match Instaffo's sales process from the ground up. This included:
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Pipeline structure aligned to the Instaffo sales organisation
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Custom properties, automations, and reporting built to specification
SevDesk integration
A key part of the project was automating the invoicing process that Instaffo had previously managed manually. Avidly developed a custom integration between HubSpot and SevDesk that:
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Extracts deal line items directly from HubSpot
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Builds a SevDesk-compatible invoice payload automatically
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Sends it through the SevDesk API without manual intervention
This ensures financial data stays consistent between systems and removes a point of operational friction that previously required manual handling.
The results
Before
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Salesforce operating alongside multiple internal systems, creating process complexity
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CRM structure not fully aligned with the sales organisation's needs
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Historically grown Salesforce structure was hard to maintain and even harder to develop
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An approaching license deadline creating urgency without a clear migration path
After
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HubSpot running as Instaffo's central CRM and operational system
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System structure simplified to enable scalable growth
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CRM structure built around the actual sales process, not a default template
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Legacy Salesforce data cleaned and migrated successfully
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Invoice creation automated end-to-end from HubSpot through to SevDesk
"Finally, we have found a modern CRM that accelerates our processes and does not slow them down. This is indispensable, especially in sales."
The outcomes here weren't just about switching platforms. They were about giving Instaffo's sales team a system that works the way they do and connecting it to back-office operations in a way that removes manual effort and reduces the risk of inconsistent data.
Key impacts from this project included:
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Salesforce license deadline met with zero operational disruption
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A CRM rebuilt for the sales team, not retrofitted to one
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A reliable, automated invoicing workflow replacing a manual process
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A scalable HubSpot foundation ready for future operational growth
Why Avidly? And what's next?
Instaffo needed more than a migration vendor. They needed a partner who could understand both their sales process and their technical environment, and deliver something that worked properly under a real deadline.
Avidly brought structured discovery to the project before writing a line of configuration. Senior expertise was involved from the start. The phased approach reduced risk without slowing delivery. And where off-the-shelf functionality wasn't enough, as with the SevDesk integration, Avidly built what was needed.
What could have been a disruptive platform switch became a controlled, phased transformation that left Instaffo in a stronger operational position than they started.
Now that HubSpot is live as Instaffo's central system, the focus shifts to ongoing optimisation and growth.
Next steps include:
Avidly brought structured discovery to the project before writing a line of configuration. Senior expertise was involved from the start. The phased approach reduced risk without slowing delivery. And where off-the-shelf functionality wasn't enough, as with the SevDesk integration, Avidly built what was needed.
What could have been a disruptive platform switch became a controlled, phased transformation that left Instaffo in a stronger operational position than they started.
Now that HubSpot is live as Instaffo's central system, the focus shifts to ongoing optimisation and growth.
Next steps include:
-
Integration of HubSpot with internal systems
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Build AI-powered processes based on the new simplified system structure
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