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Case Study

Every lead captured and tracked in HubSpot, from first inquiry to payout

Capital Car Finance, a UK car finance broker, tracked deals in spreadsheets and used only part of its HubSpot. We rebuilt HubSpot from first inquiry to payout and moved deal and commission reporting into it. Since then we have added stable lead capture, two AI agents and ad data on every deal.
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★★★★★ 5.0 · Verified review on Clutch ↗

★★★★★ Verified on Clutch
Capital Car Finance logo

HubSpot rebuild and automation

Client

Capital Car Finance

Industry

Car finance

Location

United Kingdom

Hubs

Sales Hub Enterprise

Timeline

Since November 2025

What changed.

From spreadsheets and a half-used HubSpot to one system from first inquiry to payout.

Before

After

Before

Deals, revenue and commissions tracked in spreadsheets

After

Sales reporting, revenue and commissions in HubSpot, the one source of truth

Before

Inquiries and real opportunities mixed on one record

After

Leads and deals kept apart, so the team knows what to work on next

Before

Stages updated by hand, and inquiries lost after they came in

After

Leads assigned by round robin, and stages that move on their own

Before

Lead capture broke whenever the quote calculator timed out

After

Applications reach HubSpot through an email intake that does not depend on the calculator

1 system

For leads, deals, revenue and commissions, instead of a spreadsheet

4 weeks

From kick-off to a live system, including two weeks of hypercare

2 AI agents

WhatsApp and voice, both writing a summary into HubSpot
01

The situation

Capital Car Finance helps customers across the UK find car finance. Leads come from paid ads and a quote calculator on its website. The team worked in HubSpot Sales Hub Enterprise, but the setup did not match how they sell.

  • Lead intake was complex and broke easily, so some inquiries never reached a salesperson
  • Inquiries and real opportunities sat on one record, so it was hard to see what to work on next
  • Each salesperson used different email sequences
  • Deals, revenue and commissions were tracked in a spreadsheet, so every report took manual work
02

How we approached it

1
Scope and workshop
A scoping document from the client’s brief, then a workshop with the sales team to agree pipeline stages, rules and required fields. November 2025.
2
Build in a sandbox
Lead and deal pipelines, round-robin assignment, email sequences and dealer records, built in a HubSpot sandbox while the team kept working in the live portal. Two weeks.
3
Training and hypercare
Live training, a recorded walkthrough and a tutorials dashboard, then two weeks of hypercare with weekly team reviews. December 2025.
4
AI agents
A WhatsApp agent for new leads and a voice agent for leads marked uncontactable, both connected to HubSpot. January 2026.
5
Stable lead capture
An automation reads finance application emails and creates the contact in HubSpot, so a calculator timeout no longer loses applications. February 2026.
6
Ongoing improvements
A simpler deal pipeline, automatic cleanup of stale leads and deals, and ad data on every lead and deal. May to July 2026.

What we built.

  • Leads and deals apart

    Every inquiry is a lead with an owner assigned by round robin. Sending the quote email turns it into a deal, so the team sees what to work on next.

  • Stages that move on their own

    Logging a call, sending a template or receiving a full application moves the record forward. Leads and deals with no activity close themselves out.

  • Reporting in HubSpot

    Deal value and commission details are required before a deal is won, so revenue and commission reports come from HubSpot.

  • Stable lead capture

    Finance applications reach HubSpot through an email automation, outside the quote calculator.

  • WhatsApp and voice AI agents

    We connected the client’s two AI agents to HubSpot. The WhatsApp agent answers new leads, and the voice agent calls leads marked uncontactable within UK business hours. Both write a summary into HubSpot and create a task for the lead’s owner.

  • Ad data on every deal

    Ad source and campaign details move from the contact to the lead and the deal, so ad spend can be compared with paid-out deals.

In the client's words.

Verified review

Read the full review on Clutch ↗

5.0

★★★★★

Quality
5.0
Schedule
5.0
Cost
5.0
Willing to refer
5.0

The review

“What impressed me most was Vlad’s attention to detail and technical expertise.”
July 16, 2026
“The project has transformed how we manage leads. Every enquiry is now captured, tracked and automatically assigned to the correct salesperson, with no opportunities being lost.”

The reviewer

Mark Williams

Managing Director, Capital Car Finance

Automotive

Clutch is an independent B2B review platform. It checks every reviewer before a review is published.

Read the full review on Clutch ↗

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