Protege
HubSpot as the nerve center for a multi-platform AI operation
Protege enables seamless and compliant data exchange for AI training — a technically sophisticated product with an equally complex delivery process. Multiple departments worked across different tools simultaneously with no unified view of project status. Sales, operations, and delivery teams each had their own workflows in separate platforms, making coordination manual, error-prone, and impossible to report on holistically.
A structured
methodology
Process Mapping & Tool Audit
Mapped the full sales-to-delivery lifecycle across every department and tool. Identified where handoffs broke down, where data lived in silos, and which manual steps were ripe for automation.
Hub Architecture Design
Designed HubSpot as the operational core — the single source of truth that every other tool would orbit. Defined what data needed to flow in and out, and which pipeline events should trigger cross-platform actions.
Cross-Platform Automation
Built complex automation chains using Make.com: each stage in the HubSpot pipeline triggered coordinated actions in ClickUp, Slack, and Linear. Used HubSpot Data Hub to open custom endpoints that listened to events from external platforms back into HubSpot.
Reporting & Visibility Layer
With HubSpot as the central hub, built comprehensive reports and dashboards that gave leadership full oversight of every project — from initial sales conversation through delivery completion — across all five platforms.
The solution
HubSpot Core
- Pipeline architecture from sales to delivery
- Custom properties for AI project tracking
- Deal stage automation triggers
- Single source of truth configuration
Cross-Platform Orchestration
- Make.com automation scenarios
- ClickUp project and task creation
- Slack channel notifications and alerts
- Linear issue sync for engineering
Inbound Data Hub
- Custom API endpoints for external events
- Event listeners for platform status changes
- External-to-HubSpot status synchronization
- Bi-directional data flow architecture
Reporting & Oversight
- End-to-end project status dashboards
- Pipeline velocity and conversion analytics
- Cross-department performance reports
- Delivery milestone tracking
What changed
- Single source of truth unifying five platforms — HubSpot, Make.com, ClickUp, Slack, and Linear
- Automated pipeline where each deal stage triggers coordinated actions across all tools
- Bi-directional data flow: HubSpot stays aware of external platform events via custom Data Hub endpoints
- Full project visibility from initial sales conversation through delivery completion
- Cross-department coordination without manual handoffs or status meetings
- Comprehensive reporting that was previously impossible with fragmented tooling
Let's solve yours next.
Every business has its complexity. We map it, redesign it, and build the system that makes it simple.
Start a conversation