Efficiency drives success in the construction industry. As a project manager, I recently led a business automation project that integrated Procore, HubSpot, Mailchimp, and Outlook to streamline workflows for a client. This blog shares how I managed the project, collaborated with a developer, incorporated client feedback, and delivered a phased solution that met technical and business needs. If you’re seeking a project manager for software integration or business process automation, here’s how I can help.

Project Kickoff: Defining the Goals

The client wanted to connect their tools—Procore for bid management, HubSpot for CRM, Mailchimp for marketing, and Outlook for communication—into a seamless system. Their objectives included:

• Syncing bids from Procore’s Bid Board to HubSpot and Mailchimp for automated follow-ups and marketing.
• Automating email confirmations and logging interactions via Outlook.
• Supporting lead generation with newsletters and targeted campaigns.

Starting from scratch, we built a solution that balanced automation with practicality.

Step 1: Collaborating on a Feasible Plan

Working with my developer, we identified what the tools could achieve. Basic data syncing and email triggers were possible, but complex logic—like multi-step workflows or phone call automation—had limitations.

Solution

We agreed on a phased approach:

• Phase 1: Core integrations like bid syncing and basic email automation.
• Phase 2: Advanced workflows and conditional logic.

This ensured we delivered value quickly while planning for future enhancements.

Step 2: Aligning with Client Priorities

The client initially wanted full automation. After technical discussions, I adjusted their expectations to focus on what was achievable.

Solution

In a transparent conversation, I outlined:

• What worked: Syncing bids, automating confirmation emails, and setting reminders for manual tasks.
• What didn’t: Fully automating complex cadences or phone calls.

We prioritized Procore-HubSpot bid syncing and basic email workflows in Phase 1, with Mailchimp and Outlook integrations to follow.

Step 3: Implementing Core Integrations

Connecting Procore to HubSpot required creativity due to limited native support.

Solution

We used Procore’s API and webhooks to push bid data into HubSpot as Deals, automating:

• Immediate acknowledgment emails (Day 1).
• Follow-up emails (Day 4) if bids remained open.

This laid the foundation for efficient bid management.

Step 4: Supporting Manual Tasks

Phone calls and decision-making couldn’t be automated, but they were still critical.

Solution

We set up HubSpot task reminders for:

• Phone calls (e.g., Day 6).
• Decision points (e.g., “Bid Awarded” or “Bid Lost”).

Logged outcomes triggered next steps, like feedback emails if a bid was lost.

Step 5: Expanding to Mailchimp and Outlook

Once the core was stable, we integrated Mailchimp and Outlook to support marketing and communication.

Solution

• HubSpot ↔ Mailchimp: Synced contacts for automated newsletters and campaigns.
• HubSpot ↔ Outlook: Automated email logging and calendar syncing for seamless interaction tracking.

These integrations enhanced lead nurturing and client communication.

Step 6: Building for the Future

The client might add tools like ConstructConnect later, so flexibility was key.

Solution

We designed a modular system:

• Core integrations stood alone.
• Workflows were adjustable for future expansions.

This ensured the solution could grow without a full rebuild.

Project Outcome: Delivering Value

The final system:

• Synced bids to HubSpot and Mailchimp.
• Automated essential emails and supported manual tasks with reminders.
• Included training for client independence.

The result was a streamlined workflow that met the client’s needs effectively.

Key Takeaways

1. Phased Delivery: Prioritize core automations first, expand later.
2. Clear Communication: Set realistic expectations early.
3. Hybrid Workflows: Blend automation with manual steps for complex needs.
4. Creative Tools: Use APIs and webhooks to bridge gaps.
5. Scalability: Build modular systems for future growth.

Ready to Streamline Your Workflows?

If you need a project manager skilled in business automation and software integration, I’m here to deliver practical, tailored solutions. Contact me to explore how we can optimize your processes.