VARTEQ

Manufacturing case study

Turning Permit Records into Timely Sales Outreach

A US kitchen manufacturer used permit activity to find sales opportunities, but manual searches and scattered contact records delayed outreach.

At a glance

Project type
Sales automation system
Industry
Manufacturing
Location
United States
Services
API Integration, Data Engineering, Custom Software Development
Lead engagement time
60%less
Qualified leads
25%more
Research to deployment
8weeks

Overview

The Summary.

A US kitchen manufacturer used permit activity to find sales opportunities, but manual searches and scattered contact records delayed outreach. VARTEQ built a system that monitors permits, sends records to HubSpot, and triggers SMS, email, and phone follow-up. Lead engagement time fell by 60%, and the number of qualified leads grew by 25%.

About the project. A kitchen manufacturer that uses public permit activity to identify sales opportunities.

Engagement length. 2 weeks of research and planning, followed by 6 weeks of development and deployment.

01Where they started

The challenge.

The sales team wanted to contact businesses soon after a permit was issued or renewed. Finding the records meant checking several sources manually, so information arrived slowly and sometimes contained errors.

By the time staff found a lead and arranged outreach, the best time to make contact had often passed. Disconnected contact tools also made it hard to check lead status and decide when to follow up.

Discovery Findings

There was no shared system for permit tracking, outreach, and campaign coordination. Incomplete records and late updates meant sales staff were often acting on old information.

Permit sources were not connected to the CRM. Staff had to transfer leads to sales manually, creating another delay. Data collection and outreach needed to work from the same records.

02What we built

The solution.

  • Automated monitoring of public permit and business information sources, including CityofChicago.org, CyberDriveIllinois.com, Houzz.com, and Yelp.com
  • One dashboard for collected records, with businesses grouped by permit status
  • Contact details, permit records, and company information synced to HubSpot
  • SMS and email outreach through ClickSend, with phone sequences through RingCentral
  • Lead status, follow-up reminders, and sales tracking visible to supervisors
  • 2 weeks of research and planning followed by 6 weeks of development and deployment

The platform collects permit and business data, updates the CRM, and coordinates outreach across channels in one automated workflow.

  1. 01

    Permit Monitoring

    Automated collection tracks new permits, renewals, and expirations, drawing on public permit and business sources including CityofChicago.org, CyberDriveIllinois.com, Houzz.com, and Yelp.com. Records are categorized by status and updated in real time. Scraping components handle the collection work that previously held up outreach.

  2. 02

    Sales Dashboard

    The dashboard organizes businesses by permit status, so sales staff can review new leads, upcoming renewals, and expiring permits in one place. Supervisors can check lead and pipeline activity directly. The admin interface uses a shared data layer for permit records, contacts, and company information.

  3. 03

    HubSpot Connection

    As new permits are identified, the system sends contact details, permit data, and company information to HubSpot. Sales staff can use the leads without re-entering them. Web APIs connect monitoring, the CRM, and outreach services without separate custom middleware for every connection.

  4. 04

    Outreach and Follow-up

    After a lead reaches HubSpot, the workflow triggers SMS and email through ClickSend and call sequences through RingCentral. Staff receive automatic follow-up reminders. A workflow engine applies the triggers, timing, and conditions for each channel, reducing manual scheduling.

  5. 05

    Delivery

    During two weeks of research and planning, the team mapped data sources, specified the HubSpot, ClickSend, and RingCentral connections, and designed the dashboard around the sales process.

    Development and deployment took six weeks after sign-off. Permit monitoring, CRM integration, and outreach were developed in parallel. The dashboard was connected as sources were tested and confirmed. Supervisor training and sales onboarding were included in the final deployment, which finished on schedule.

Services on this project

Technologies used

  • HubSpot
  • ClickSend
  • RingCentral
  • Web APIs
  • Automated data collection
03What changed

The outcome.

  • 60%

    Less Time to Engage Leads

    Automatic permit identification and CRM updates shortened the gap between a new permit and sales outreach. Records that once took days to find and assign now arrive directly in HubSpot.

  • 25%

    More Qualified Leads

    More accurate and complete records gave the sales team a better set of prospects. Fewer contacts led to dead ends, and more outreach reached businesses with a current buying need.

  • Less Manual Sales Administration

    The system handles lead tracking, contact entry, follow-up scheduling, and outreach coordination. This gives sales staff more time for conversations with prospects.

  • More Accurate Permit Records

    Collecting information automatically reduced the omissions and errors of manual searches. Consistent monitoring across sources gave the team a fuller view of permit activity.

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