Transforming Chaos into Clarity: How True You Weight Loss Cut Their Sales Cycle in Half

Introduction

When True You Weight Loss came to Zestey Growth Partners (formerly Zestey Consulting), their HubSpot was in shambles. Years of non-certified agencies tinkering with the system left it clogged with counterproductive workflows and messy data, held together by bubblegum and scotch tape. What should have been a powerful enablement tool had become a stress-inducing nightmare that saddled everyone with extra work. 

Key Challenges

Upon completing our initial audit, it was clear the system wasn’t just broken—it was actively working against them. Here are just a few of the challenges they were dealing with:

• Duplicated Data: They faced numerous duplicate properties created by a revolving door of super admins, with up to five variations for single entries
  
  
• Overwhelming Sales Process: A staggering 21 deal stages with no documentation or consistency created confusion; no two people followed the same sales process and reporting was (understandably) a nightmare
  
  
• Workflow Madness: 300+ messy workflows clogged the system, many riddled with frequent errors, cryptic names, and unnecessary custom coding nobody could unravel
  
  
• Form Overload: 20 redundant forms collected the same information in different ways, making data collection a nightmare to manage
  
  
• Data Silos: Only Sales and Marketing teams used HubSpot, making data transfers to other patient-facing teams time-consuming and error-prone 
  
  
• Drowning in Deals: A Sales team of 4 was (unsurprisingly) struggling to manage over 18,000+ deals - most of which were unqualified or rotting for years

Jesse Moore, the new Head of Sales at the time, described their situation as “death by a thousand papercuts.” The sales team was overwhelmed and deeply unhappy after struggling to manage over 18,000 deals with no clear guidance 

Beyond the immediate chaos, their scattered and incomplete data meant they couldn’t make informed marketing decisions or answer basic questions like “Which location made the most money last year?” or “How much have we grown year over year?” And since only the Sales and Marketing teams were using HubSpot, passing information to the Nursing, Provider, and Nutrition teams (living in Google Sheets) required hours of manual data entry every week. Tasked with growing the business, Jesse was stressed, spending countless hours every week in Excel trying to make sense of the team's performance and conversion rates while trying to keep the ship afloat. He knew something needed to be done, and the search for a better CRM began.

Zestey's Solutions

Recognizing the urgent need for change, True You Weight Loss initially explored migrating to another CRM altogether. However, when that other CRM's implementation proved problematic and the team found the tools far from intuitive, we saw an opportunity to reassess HubSpot. With its timely new HIPAA-compliant beta, HubSpot offered everything True You needed in a scalable, user-friendly CRM - one that could free their team from overcomplicated processes and allow them to refocus on delivering an exceptional patient experience. The only catch was we had to start over—their existing HubSpot was too far gone to be salvaged and we needed a blank slate from which to build their ideal system for scale. 

Our mission was clear: simplify, streamline, and build processes that worked as effortlessly as a chain reaction of falling dominoes—ensuring employee satisfaction and tool adoption became drivers of success, not sources of stress.

With a fresh start in a new HubSpot Enterprise CRM portal, True You Weight Loss was ready for their own full transformation. That’s when the real magic began as we reimagined their entire RevOps system from the ground up.

Here are some of the key solutions we implemented:

1. Data Cleanup: Using Operations Hub's Data Quality tools, we eliminated duplicates and filled in tons of missing location data caused by inconsistent data collection, saving us countless hours of manual cleanup work.
   
   
2. HIPAA Compliance: By enabling Sensitive Data protections, we were able to securely onboard the Nurses, Providers, and Dieticians, breaking down the data silos between the Sales and Patient Care teams.
   
   
3. Custom Objects: Introduced new Custom Objects to track Clearances, Labs, Scripts, Nutrition Consults, and Procedures, aligning all patient facing teams, facilitating collaboration, and replacing Google Sheets, saving hours of manual data entry each week.
   
   
4. Lead Records: Allowed us to create a system to differentiate between fully qualified prospects with active deals and those yet to schedule a consultation, cutting open deals down from 18k+ to under 1k.
   
   
5. Smart Content: Consolidated marketing emails, reduced redundancies in workflows, increasing workflow efficiency by several minutes, and significantly reduced overall workflow errors.
   
   
6. Transactional Emails: Ensured critical communications, such as procedure confirmations and payment reminders, reached all contacts regardless of marketing contact status.
   
   
7. Dynamic Forms: Streamlined form processes with conditional routing, reducing over 20 forms down to just three to five core ones, and enabled bilingual data collection without the need for property duplication.
   
   
8. User Friendly Record Design: Redesigned all records for clarity, highlighting the most important properties with emojis, enhancing user experience, adoption, and collaboration across departments without the need for endless scrolling. 

Results

While True You takes great pride in the dramatic transformations their clients see, Zestey Growth Partners was over the moon proud of the incredible results we saw within the first four months of the new system.

Here’s what happened:

Sales Velocity: Increased Sales Velocity by 119%, enabling deals to close in less than half the time!

• Average Days to Win a Deal: Reduced from 123 to 59 days, with significant incremental improvements month over month. 

Workflow Efficiency: Trimmed the fat from workflows by 75%, from 321 with cryptic names to 112 clearly labeled and organized workflows, and leveraged Smart Content to further simplify and accelerate workflow throughput, shaving off up to 30 minutes in some especially counterproductive automations

Impact

The overhaul didn’t just reduce stress for the True You Weight Loss teams—it gave them the tools and confidence they needed to make smarter, more informed marketing decisions moving forward. With customized dashboards and filters, Jesse now has quick access to the reports he needs, saving him valuable time every single day and reliable data to answer key questions about targeting and ROI. 

By creating clear, efficient processes in HubSpot, Zestey Growth Partners helped True You Weight Loss achieve consistent, reliable data, better team alignment, and most importantly, the ability to provide the highest level of care to their prospects and patients. What was once a chaotic and overwhelming system is now a streamlined, well-oiled machine that is easier to keep optimized and most importantly is ready to take off.

We couldn’t be more thrilled with this transformation and if you are feeling like you need a full CRM transformation too, click below to schedule a quick and easy consultation to see how we can help!