Industry
Construction
Challenge
Mark Smith Glazing was managing a significant volume of enquiries and installation projects using manual, paper-based workflows. This led to limited visibility, increased risk of missed steps or lost information, and inefficient resource allocation. Invoicing added a further gap: invoices were sent through Xero, but HubSpot had no visibility into whether they'd been paid, leaving the team to check payment status manually and update deals by hand. The absence of a centralised system and clear reporting hindered the company's ability to forecast, manage pipeline health, and ensure consistent delivery standards, impacting both revenue and customer confidence.
Results
By adopting a fully digital enquiry-to-delivery process in HubSpot, Mark Smith Glazing achieved greater transparency and control over their operations. The team gained real-time oversight of every project, improved forecasting, and reduced manual administration. Notably, the average sales cycle was reduced from 80 to 55 days, and the business now manages 200–350 enquiries per month through one centralised dashboard, supported by custom deal views and automated workflows. AutomateNow also integrated Xero with HubSpot using Zapier and custom code, automating paid status updates, line item additions, and deal progression to Closed Won, removing a manual task that previously took around 10 minutes per invoice.
Key Product
Training, Sales Enablement, Data Migration, Tech Setup, Sales Automation
Before HubSpot, too much relied on paper and manual updates. Now the team has one clear system to manage enquiries and keep work moving.
About Mark Smith Glazing
Mark Smith Glazing is an Edinburgh-based glazing company serving both homeowners and commercial clients with installations of windows, doors, mirrors, and related products across diverse project sizes.The Challenge
Prior to partnering with AutomateNow, Mark Smith Glazing's enquiry and project management processes were manual and heavily reliant on physical documents and wall-based planning. This approach limited visibility into the current workload, complicated resource planning, and introduced risks of lost revenue through missed actions or delays. The absence of a single platform to track enquiries and jobs meant that reporting on pipeline health and conversion trends was inconsistent, and operational efficiency was compromised.
Invoicing sat outside this system too. All invoices were sent through Xero, but HubSpot had no way of knowing when one had actually been paid. The team had to manually check payment status, update the deal, add the relevant line item, and move it through the pipeline by hand, a repetitive process that added up quickly given the volume of enquiries passing through the business each month.
The Solution
AutomateNow began with in-depth workshops to understand how Mark Smith Glazing's team handled sales and project delivery in practice. Instead of approaching HubSpot implementation as a technology-only exercise, AutomateNow worked collaboratively with the team to design a pipeline structure mirroring both sales progression and operational realities. The result was a bespoke HubSpot workflow, incorporating automated follow-ups, custom deal views by stage and owner, and a core dashboard for monitoring enquiry sources and overall pipeline.
To close the gap on invoicing, AutomateNow built a custom integration between Xero and HubSpot using Zapier and bespoke code. Paid status now updates automatically, the relevant line item is added without manual entry, and HubSpot automations move the deal straight to Closed Won, eliminating a check-and-update process the team previously had to run by hand for every invoice.
As Bart Kowalczyk, Director at AutomateNow, stated: “When a business is running high volumes of enquiries and valuable projects, process is not admin. It is protection for revenue, delivery, and customer experience.”
The Results
Digitising the enquiry-to-delivery journey transformed Mark Smith Glazing's operations. The company now manages approximately 200–350 enquiries each month through a single HubSpot dashboard, providing unparalleled visibility and control. The sales cycle was shortened from 80 to 55 days, enabling faster revenue realisation and improved customer responsiveness. Custom deal views and automated workflows reduced manual administrative burden, while robust reporting tools offered clarity on enquiry sources and conversion performance.
The Xero integration has removed a task that previously took around 10 minutes per invoice, checking payment status, updating the deal, and adding line items by hand. With up to 350 enquiries a month passing through the business, that manual process has effectively dropped to zero, freeing the team to focus on delivery and customer experience rather than admin.
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