Helping SaaS Book Record Amount of Meetings with HubSpot Automation!
How Zentavra Transformed Magma's Marketing & Sales Operations
Overview:
Zentavra, a leading Marketing & Sales Operations agency, partnered with Magma - a fast-growing SaaS platform for artists, teams, and studios - to revolutionize their outbound strategy. By focusing on lead generation, sales enablement, and marketing automation, Zentavra helped Magma achieve record-breaking growth in booked meetings and overall operational efficiency.
Key Challenges FacedđŸ€ș

Lack of Centralized Data Management (No Single Source of Truth)

Manual, Time-Consuming Processes

Gaps in Lead Intelligence and Lead Gen Processes

Siloed Sales, Marketing, & Customer Success Efforts Across Tech Stack

Limited Visibility Into The Customer Journey

No Lead Score Prioritization System
Zentavra's Solution Framework🧘
Data Migration & Data Enrichment
  • Transferred all essential data from NetHunt into HubSpot without data loss.
  • Integrated Apollo.io to enrich existing records with deeper insights like industry, company size, and revenue.
  • Equipped marketing and sales teams with enriched, high-quality data for more precise outreach.
Marketing Hub Implementation
  • Built active lists based on persona, behavior, and lifecycle stage, allowing for more targeted and timely messaging.
  • Created rules and workflows to rank leads based on engagement and fit, ensuring top prospects get immediate attention.
  • Set up automated email nurtures, re-engagement workflows, and retargeting ads, leading to record-breaking meeting bookings.
Sales Hub Implementation
  • Established clear sales stages within HubSpot to automate follow-ups and task assignments.
  • Used automated workflows to ensure leads reached the right salesperson at the right time, boosting speed-to-lead.
  • Implemented HubSpot’s Predictive Deal Scoring to leverage machine learning insights for pipeline optimization.
Onboarding & Training
  • Zentavra’s led hands-on tailored sessions to ensure teams fully leverage HubSpot for marketing, sales, and customer success.
  • Provided focused 1-on-1 leadership sessions to drive platform adoption and cascade best practices across teams.
  • Offered ongoing support to refine workflows, adopt new HubSpot features, and align tactics with Magma’s evolving goals.
.
Apollo.io HubSpot Integration: Powering Data-Driven Efficiency ♟
Apollo.io HubSpot Integration:
To supercharge Magma's sales and marketing performance, we integrated Apollo with HubSpot, leveraging Apollo’s robust B2B database to transform their CRM into a dynamic, data-enriched powerhouse.
Integration Impact
Enhanced Prospecting & Lead Gen
Apollo’s robust contact and company data enabled Magma's sales & marketing teams to quickly identify new prospects, expand their reach, and create targeted campaigns for highly segmented audiences.
Consistent, Up-to-Date CRM Data
Ensured Magma's CRM remained accurate and current, providing a steady stream of high-quality leads and engagement metrics. This enabled clear, actionable reporting, empowering Magma to make data-driven decisions with confidence.
Automated Data Enrichment
HubSpot records automatically updated with key details like job title, industry, company size, and revenue upon capture. This enables more accurate lead segmentation and targeted engagement, keeping marketing and sales teams informed with comprehensive lead information.
Rich Contact & Company Signals
Apollo offered additional data points such as recent funding, active job postings, and technology stacks. These insights enabled Magma's teams to identify and prioritize high-value leads based on real-time information.

This integration improved Magma's lead quality, targeting capabilities, and overall sales efficiency, exactly what every B2B business needs to scale effectively and drive growth.
Bottom line? With Apollo.io feeding HubSpot, Magma’s sales & marketing teams spent less time on data entry and more time closing deals.
Personalized Onboarding Training đŸ§‘â€đŸ«
We go beyond just implementation, focusing on hands-on training tailored to fit each team’s unique workflow and goals. Magma’s onboarding was led by Daniel Gamboa, Zentavra’s founder, ensuring a smooth and impactful transition to HubSpot for their sales, marketing, and CS teams.

Leadership 1-on-1 Consulting:
Our focused leadership sessions ensure that team leads grasp all the key tools and strategies they’ll need to drive HubSpot success.

Tailored Marketing, Sales, & Customer Success Team Trainings:
Each department receives targeted training, covering everything from lead scoring for sales to audience segmentation for marketing, ensuring everyone is set up to excel.
Ongoing Support & Consultation - even after implementation, we’re here for your team with continuous training and strategic advice, from refining email engagement to staying updated on new HubSpot features.

At Zentavra, we’re passionate about driving your success. Our onboarding starts with an in-depth look at your goals, aligning every part of training to fit your unique needs. Your team will leave empowered, equipped to make HubSpot a game-changer for your business.
In Their WordsđŸ—Łïž

Even Gotlib, Business Development Lead
"Hi Daniel...hope all is well!
You'll be proud of me - set up my first retargeting campaign with multiple automated workflows...and booked a record number of meetings. You are a good teacher :-)
Introducing you to [team members name], Magma's newest team member. Can you sync up with him for some training...he's based in London so be aware of the time zone when you schedule.
Thanks!"
40% Month-Over-Month Increase In Meetings Booked!

That's a 791.08% increase in meetings booked in total!
When a company’s goal is to grow fast, we’re here to pour fuel on that fiređŸ”„
More Quantitative Wins📊

X2 Qualified Lead Generation (So far)

Qualified leads? We doubled the amount of qualified leads coming in to the system, driving more opportunities into the sales funnel. With a smart lead scoring strategy in place, Magma could finally track their marketing funnel effectively This allows them to prioritize high-value leads, automated MQL assignment & follow-ups, and gain clear insights into their marketing funnel. This approach boosts efficiency, aligns sales and marketing, and optimizes lead conversion efforts.

Email Marketing: Increased Open Rates by 50% and CTR by 15%

Improved Email Marketing: 50% more opens and 15% more clicks indicating stronger engagement with prospects. We implemented custom marketing contact rules and automations, an automated re-engagement nurture, systems to clean out "bad" contacts, and designed high-quality email templates to drive better engagement. Magma’s email engagement exploded. Open rates jumped from under 10% to over 60%, and click-throughs climbed to 20%+. That’s 50% more opens and 15% more clicks—bringing them closer to their audience in every email. We helped their marketing team go from 10% open rates
 
to 60% opens and 20% CTRs!

25% Boost in Sales Productivity

Sales Productivity: 25% boost in sales productivity Automated workflows and fewer manual tasks meant a 25% boost in sales productivity. Oh, and we slashed manual data entry by 75%—because who doesn’t love saving time?

Lessons Learned💡
1
Automation is Key
Implementing the right workflows boosts productivity and ensures high-quality leads.
2
Data Management Matters
Consolidating customer data into one platform offers valuable insights and strengthens decision-making.
3
Customization is Crucial
Adapting the CRM to meet unique business processes leads to better user adoption and tangible results.
4
Training Pays Off
Regular training sessions ensure the team maximizes adoption of the CRM and helps them fully leverage new tools.
The Magma Takeaway

Business Development Lead Testimonial:
Your Turn
Don't let outdated processes & systems hold you back
By partnering with Zentavra, our client was able to overcome the limitations of their previous CRM system and unlock new levels of efficiency and growth. The seamless transition to HubSpot, combined with the implementation of tailored automation and retargeting strategies, empowered Magma to significantly boost their sales and marketing performance.
Ready to get started? Book a free strategy call here, and together we’ll dive into your current setup to build a customized action plan for maximizing HubSpot’s potential.

Want to connect?
📍 Visit zentavra.com
đŸ’Œ Follow on LinkedIn
💬 Say hey on X
Let’s build something that scales.
.