Deeps Solutions

BACKGROUND

Introduce your business and what you do there.

I’m the CCO of Apifonica, a telecom company with an all-in-one communication platform and native AI. Our AI Voice Agent runs directly on our own telecom network, the same platform that carries our customers’ calls, messages and numbers.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Deeps Solutions?

We had two separate HubSpot accounts and needed to merge them into one. The technical side meant aligning, structuring and moving the data. The harder part was everything around it - user roles, undocumented procedures and the different ways each team worked in HubSpot.

SOLUTION

What was the scope of their involvement?

Deeps Solutions migrated two HubSpot accounts into one while staying within the budget and not losing any data, automations, marketing or workflows in between. The team also provided user training, documentation, and post-migration support and stayed with us through the hypercare period. They also took on small tasks outside the agreed scope at no extra charge, which says a lot about their attitude.

What is the team composition?

Deeps Solutions worked with us as a team of three. On our side, more than 10 people were involved, each with a different role.

How did you come to work with Deeps Solutions?

We found them through an online search. We chose them because they are based in the EU, which mattered for legal and data protection reasons. Their pricing fit our budget and offered good value, and they were a strong culture fit for our team.

How much have you invested with them?

Will not disclose.

What is the status of this engagement?

We worked together from May 2026 to October 2026.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We now pay almost half what we used to for HubSpot, and our data is clean, relevant and well structured. We have dashboards that show our key metrics at a glance, and our sales and customer support teams work to clear internal processes.

How did Deeps Solutions perform from a project management standpoint?

They prepared a migration plan with clear responsibilities on both sides. It was realistic, we both stuck to it, and the project went live on time. We worked together through video calls, email and Slack.

What did you find most impressive about them?

What impressed us most was their attitude, their attention to detail and how well they know what HubSpot can and can’t do.

Are there any areas they could improve?

Nothing comes to mind. The main migration went smoothly from start to finish, and we're now continuing to work with them on smaller tasks.

BACKGROUND

Introduce your business and what you do there.

I’m the head of GTM at Primefold, an AI intelligence platform based in Berlin. We turn the signals companies already have, like customer feedback, market data, and internal sources, into clear answers and recommendations through a simple conversation.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Deeps Solutions?

We needed help managing our HubSpot account.

SOLUTION

What was the scope of their involvement?

Deeps Solutions supports us as a HubSpot implementation and RevOps partner. The team has set up and configured HubSpot workflows, properties, and pipelines. Deeps Solutions has also moved product and marketing emails into HubSpot automation and prepared the platform to receive and route leads from paid campaigns. Moreover, the team manages backend and n8n automations connected to HubSpot and has reviewed and approved the integration of product data into the platform.Our internal team and Deeps Solutions collaborate on this project. The team has set up sales funnels, attribution, email automation, and sequencing.

What is the team composition?

We work with 2–5 teammates from Deeps Solutions.

How did you come to work with Deeps Solutions?

We found them through an online search. We chose them because our company values aligned.

How much have you invested with them?

We’ve spent a confidential amount.

What is the status of this engagement?

We started working with them in June 2026, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Deeps Solutions has delivered on time and prepared HubSpot in time for the first Meta lead campaign launch in July 2026. The team has also integrated workspace-level product data, such as plans, usage, and subscription limits, into HubSpot. The core setup was completed in September 2026.Moreover, product nudge emails have been moved from the internal email system into HubSpot workflows, so marketing and transactional emails are now separated. The trial pipeline cleanup has also run without any unwanted emails going to customers because Deeps Solutions has confirmed the backend automations are safe.

How did Deeps Solutions perform from a project management standpoint?

Deeps Solutions delivers on time and is highly professional, flexible, and open to supporting us in many different areas. We communicate through virtual meetings.

What did you find most impressive about them?

I like how Ben (Founder) thinks outside the box and provides possible solutions we never thought of. He does the research and goes above and beyond to help us.

Are there any areas they could improve?

We’re really satisfied with their work.

BACKGROUND

I am the CEO of Dominius AS

Dominius AS is a Norwegian company that designs and supplies custom steel and glass doors, glass walls, sliding doors and related interior solutions for the Scandinavian market.

OPPORTUNITY / CHALLENGE

• Replace spreadsheets with a CRM: set up HubSpot from scratch as the one place the sales team works from, with clear pipeline stages and clean data.
• Respond to new leads faster and raise lead-to-deal conversion for made-to-order doors sold in Norway.
• Cut manual sales work with automation: workflows, sequences, chat-to-CRM integration, and AI-drafted replies that reps review before sending.

SOLUTION

Referral

• Close to my geographic location
• Pricing fit our budget
• Great culture fit
• Referred to me
• Company values aligned

1 Employee

Project overview

 Before working with Deep Solutions, Dominius AS ran sales and customer follow-up out of Google Workspace. Leads, quotes and customer history were spread across shared spreadsheets, Gmail and Drive, which we used as our own internal CRM. As the business grew, this became hard to scale and gave us little visibility into our pipeline or into how our marketing was performing. Deep Solutions moved everything into HubSpot and set it up around the way we actually sell.

Main deliverables

1. Data migration: cleaned, deduplicated and imported our contacts, companies, deals and historical activity from Google Workspace into HubSpot, with custom properties mapped to our products and project details.
2. Pipelines and sales process: designed deal pipelines and stages that match our sales process, from first inquiry through quoting to closed order, with required fields so every deal carries the right information.
3. Google Workspace integration: connected Gmail and Google Calendar so emails and meetings are logged automatically against the right contacts and deals.
4. Automations: set up workflows for lead capture and assignment, follow-up tasks, deal-stage notifications and lead nurturing, cutting a lot of manual work for the sales team.
5. Ads integration: connected our advertising accounts, set up conversion tracking and synced lead and deal data back to the ad platforms, so campaigns are measured on real sales outcomes, not just form submissions.
6. Reporting: built dashboards for pipeline, sales activity and marketing attribution, giving us one reliable source of truth.
7. Training and handover: onboarding sessions and documentation so the team could start using HubSpot quickly.

All our customer and marketing data now lives in one place, and we can follow a lead from the first ad click to a signed order.

RESULTS & FEEDBACK

Sales team moved from spreadsheets to HubSpot: leads, deals and follow-ups now tracked in one CRM.

The biggest change has been reporting. Before, we pieced numbers together by hand from spreadsheets. Now we have live dashboards that show where every deal stands, which channels bring in leads, and how those leads turn into orders. Clear reporting has been a game changer: management decisions are now based on real data, not estimates.

1. Full pipeline visibility: every inquiry and deal sits in a defined stage, so we always know what is waiting for a quote, what has been ordered, what is in transport and what is delivered.
2. One reliable source of data: a single shared database replaced scattered spreadsheets and inboxes. Fewer duplicates, no lost leads, and everyone works from the same information.
3. Consistent processes: the whole team follows the same steps and fills in the same key details, so deals no longer fall through the cracks or depend on one person’s memory.
4. Automated operations: ordering, transport coordination and customer communication are triggered automatically as deals move through stages, which means fewer manual handoffs between sales, purchasing and logistics, and customers are kept informed without anyone having to remember to send an update.
5. Structured customer service: inquiries, service requests and complaints are logged as tickets and tracked until they are resolved, with the full history linked to the customer and the order.
6. Marketing tied to revenue: ad spend is now connected to actual sales, so we can see cost per lead and cost per order by channel and move budget to what works.
7. Time saved: much less manual data entry and admin, freeing the team to spend more time with customers.

Doing great things take time so it was delivered on time. 

Virtual Meeting

What we found most impressive

 What stood out most was the combination of deep technical knowledge and strong people skills. Deep Solutions clearly know HubSpot inside out, but they were just as good at listening, explaining things in plain language and keeping us informed at every step, which made the project easy to follow even for people on our team who aren’t technical.

They were also very good at connecting HubSpot with the other systems we rely on, and at learning new tools quickly. A good example is transport. We needed a way to stop preparing shipment details for our transport company by hand, and Vlad found a solution that pulls the order data from HubSpot into Google Sheets, where it can be sent straight to the transport company. That whole manual step is now gone.

Their persistence made a real difference too. Setting up SMS messaging turned out to be harder than expected, and the first solution didn’t work. Instead of stopping there, Vlad kept looking until he found one that did. That attitude, not giving up when the first option fails, is a big part of why the project was a success.

Above all, they didn’t just do what we asked. They took the time to understand our business, researched and analysed our processes, and came back with ideas we hadn’t thought of. It felt less like hiring a vendor and more like working with a partner who cared about getting it right for us.

Honestly, nothing significant comes to mind. Every company has room to improve, and no one is perfect, but we believe the best agencies are the ones that keep learning and refining how they work with each project. Deep Solutions already showed that mindset with us: when something didn’t work, they looked for a better way rather than settling. As long as they keep that attitude of constant improvement, we expect them to keep growing, and happy to work with them.

BACKGROUND

Please describe your company and position.

I am the COO of Postal Packaging

Describe what your company does in a single sentence.

We are a packaging and envelopes buisness. Ecommerce as well as Trade, Print and Custom requirements

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Deeps Solutions to accomplish?

• Replace a failing Zapier automation with a reliable HubSpot-to-Shopify order pipeline, so every closed-won deal creates a correct Shopify order automatically — no manual re-keying between the CRM, the storefront and the ERP.
• Build a custom HubSpot UI extension card that lets sales reps create and send a small Shopify e-commerce order live on a phone call, in under a minute, without ever leaving the HubSpot contact record.
• Eliminate manual address re-typing on deals by pulling the customer's saved Shopify addresses straight into the HubSpot deal record,.
• Ongoing Support for HubSpot related issues.

SOLUTION

How did you find Deeps Solutions?

Online Search

Why did you select Deeps Solutions over others?

• Great culture fit
• Good value for cost
• Other

How many teammates from Deeps Solutions were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Hubspot work

Quick order creatoe

Deals - addresses, trade, print

Workflows

The task was to for deals to automate creation in shopify - multi currency and languages. over 3000 SKUs

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Order automation success rate went from roughly 80–85% on the legacy setup to effectively 100%.

Phone orders that previously meant switching between HubSpot and Shopify are now handled in a single 6-step card inside the CRM. Reps save 5-10 minutes on each quick order being created.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Excellent communication, speediness in responses. Delivered to stated timelines. Responded to multiple requests and needs

What was your primary form of communication with Deeps Solutions?

Email or Messaging App

What did you find most impressive or unique about this company?

Deeps Solutions' communication and work ethic stood out. Results that worked 

Are there any areas for improvement or something Deeps Solutions could have done differently?

Nothing to improve

BACKGROUND

Please describe your company and position.

I am the Managing Director of Capital Car Finance

Describe what your company does in a single sentence.

We help customers across the UK find competitive car finance solutions by combining market-leading technology with a highly personal service.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Deeps Solutions to accomplish?

• Stop losing leads and inquiries after submission.
• Get reliable reporting on leads, conversions, active deals, revenue, fees, and commissions.
• Move off Google Sheets and make HubSpot the one source of truth.
• Set up a system that scales as deal volume grows.
• Build a clear, logical sales structure from first inquiry through quote, deal, and payout.

SOLUTION

How did you find Deeps Solutions?

Referral

Why did you select Deeps Solutions over others?

• Great culture fit
• Referred to me
• Company values aligned

How many teammates from Deeps Solutions were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

Deeps Solutions designed and implemented our complete lead-to-deal sales funnel, integrating our website, CRM, marketing automation and reporting into one seamless workflow. Deliverables included building automated email nurture sequences, round-robin lead distribution for our sales team, CRM tagging and segmentation, advanced workflow automation using n8n, and custom integrations between multiple systems. They also implemented sophisticated tracking and automation to ensure every lead was captured, routed, nurtured and reported on accurately, significantly improving the efficiency of our sales process.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The sales team has a clear split between Leads (inquiries) and Deals (real opportunities), so they always know what to work on next.

Full sales reporting now lives inside HubSpot, replacing Google Sheets for deal tracking, revenue, and commissions.

Automations handle lead assignment and stage movement, cutting manual admin work.

The business now runs around 80 deals a month through a single system built to scale further.

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. Automated email sequences ensure every customer receives timely follow-up, while the integrations provide complete visibility from initial enquiry through to completed deal. The automation has significantly reduced manual administration, improved response times and given us much greater confidence in the accuracy of our reporting and sales process.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Vlad's project management was excellent throughout. He is exceptionally organised, detail-oriented and precise, which suited our way of working perfectly. Deliverables were consistently completed on time, and his understanding of our requirements was always accurate. Whenever there was any uncertainty, he took the time to clarify the details rather than making assumptions. Communication was proactive, and we always felt confident that the project was progressing exactly as planned.

What was your primary form of communication with Deeps Solutions?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

What impressed me most was Vlad's attention to detail and technical expertise. He doesn't just build what you ask for—he takes the time to fully understand the business process behind it and often suggests better ways of achieving the desired outcome. His precision, organisation and commitment to getting things right were exceptional. He was also proactive, easy to work with, and genuinely cared about delivering a solution that would add long-term value to our business rather than simply completing a list of tasks.

Are there any areas for improvement or something Deeps Solutions could have done differently?

Honestly, I can't think of any meaningful areas for improvement. Throughout the project, Vlad consistently delivered high-quality work, communicated clearly, and was always willing to answer questions or make refinements where needed. Any changes we made were simply part of refining the solution together rather than correcting mistakes.