Client Snapshot
- Industry: Commercial Kitchen Supplier
- Sales Model: Dealers, outside reps and EDI orders
- Platforms: HubSpot, Make, ChatGPT, ClickUp
- Project Timeline: August – October 2026
The Challenge
Every dealer order and service question came into one shared sales inbox, and the CRM attached each new email to every open deal for that contact.
Supplier invoices were checked by hand and tracked in spreadsheets.
The team was dealing with:
- Emails on the wrong deals, and orders that slipped through
- Returns handled inside sales tickets, which held up both teams
- Manual research on the hotel brand and purchasing group behind each project
- EDI purchase orders keyed in by hand
The Solution
We fixed ownership and process before adding any automation. Customer service now owns each issue from start to finish, handoffs go through notes and mentions, and warehouse, sales and repair work each has its own pipeline.
The engagement included:
- Email association cleanup: keeps each email on its own deal and flags edge cases to the owner
- Returns pipeline: a warehouse RMA pipeline that sends credits to accounting and repairs back to sales
- Hospitality enrichment agent: researches each project and fills in the flagship brand, F&B management company and purchasing group
- EDI order intake: reads order emails, pulls the PO number, and creates or updates the deal
- Supplier PO control: checks invoices against standard prices and matches payment confirmations to PO amounts
Everything writes back to one CRM record that sales, warehouse and accounting all share.
The Results
Three months in:
- Email cleanup runs automatically across the sales team
- New hospitality deals are enriched without manual research
- Returns, credits and repairs each have a clear owner
- EDI order intake is in final testing
- Supplier PO review is moving from line-by-line checks to a quick spot check (in build)
The company now has a CRM its team trusts, and a clear path for the rest of its supplier workflow.
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