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How ApplyFlow Replaced Six Disconnected Tools With One HubSpot System

Sales in spreadsheets. Support in HappyFox. Contracts in PandaDoc. Renewals running on memory. Here's how ApplyFlow consolidated its entire back office into HubSpot Sales & Service Hub, and caught a renewals gap before it cost them a client.

Learn More About Our Process

The Client

ApplyFlow ApplyFlow

Recruitment technology for staffing and recruitment firms — building the websites, career sites and job boards 300+ clients run on.

300+ clientsAcross Australia 6 tools → 1HubSpot system
The Project

Project Details

THE CLIENT
  • ApplyFlow
SERVICES USED
  • Sales + Service Hub Pro Onboarding
  • Pipedrive → HubSpot Migration
  • Dual Chatbot Build (lead-gen + support)
  • Knowledge Base & Data Hygiene
  • Renewals Automation & Training
LOCATION
  • Australia
PROJECT MANAGERS
  • RedPandas HubSpot Team

The problem

Before RedPandas, ApplyFlow had already cycled through Salesforce, then HubSpot, then Pipedrive — each set up internally by non-specialists. Sales data lived in spreadsheets, support in HappyFox, contracts in PandaDoc, projects in ClickUp, meetings in Calendly, prospecting in Clenty. None of it talked to each other.

With more than 300 active clients — including large accounts — ApplyFlow had just one person working two days a week on customer success, fielding around 1,000 support tickets a month.

Simple, self-solvable questions landed in the same inbox as urgent client issues — alongside automated noise from system tools like Sendgrid and Uptime Robot, which were auto-generating tickets of their own.

Renewals were handled ad hoc, with no reliable pipeline or automated flagging for upcoming contract dates — one missed date away from costing ApplyFlow a client.

Deals could sit inactive for weeks with nobody accountable for moving them forward.

What RedPandas Did

What RedPandas did

A guided migration off Pipedrive — then a hands-on partnership that kept working long past go-live, through a client-side ownership change, hidden data gaps, and a renewals issue nobody had asked us to find.

01 First — the migration

Six tools into one

Rather than let two systems run in parallel indefinitely, RedPandas set a hard cutover date six weeks out and worked backwards — mapping exactly what could and couldn't migrate cleanly, contracts and documents included.

  • A guided Pipedrive → HubSpot migration — contacts, companies, deals and contracts
  • Sales, service and contract data consolidated from six systems into one
  • Two purpose-built chatbots, not one generic bot:A marketing bot on applyflow.com routing prospects to booking calendarsA support bot that triages tickets by priority and auto-routes them
  • A self-service knowledge base so clients can solve simple issues themselves
02 Then — the partnership

The problems nobody knew to look for

The real value showed up after go-live — in the gaps a hands-on partner catches that a one-off project never would.

  • Fixed a foundational gap where companies and contacts weren't auto-associating
  • Added a custom ‘Go Live Date’ property so the team could finally see, at a glance, when every client went live
  • Caught a renewals automation that wasn't flowing deals — before it cost a client a renewal
  • Corrected a skewed revenue report live, the moment it was discovered
  • Retrained a brand-new, non-technical HubSpot owner from first principles

The Results

What changed for ApplyFlow

The clearest measure is the simplest one: six tools became one — and the gaps that consolidation exposed got fixed along the way.

What ApplyFlow gained

300

clients segmented for lifecycle marketing, up from zero

1,000monthly support tickets now triaged automatically by priority
2purpose-built chatbots replacing a single shared inbox

Six tools became one

Before6
After1

83% fewer tools — Pipedrive, Clenty, HappyFox, ClickUp, PandaDoc & Calendly → HubSpot

25,200AU$/yr in staff time recovered (realistic estimate)
1.7:1estimated first-year return on the engagement
See Our Case Studies
Meet ApplyFlow

About the Client

Meet ApplyFlow

ApplyFlow builds recruitment websites, career sites and job board solutions for the staffing and recruitment industry — the tools its 300+ clients use to attract and manage their own candidate pipelines. With hundreds of relationships running at once and a lean internal team, ApplyFlow needed its own back office to run as smoothly as the products it builds.

300+Active clients
1,000Support tickets a month
6 → 1Tools consolidated
Recruitment techStaffing & recruitment industry AustraliaHeadquartered & operating
Company Website

What you guys have done is awesome.

I know very little about HubSpot — you're helping me, definitely.

Sandie Royle, ApplyFlow

Book a Free HubSpot Consultation

See how RedPandas can help your SaaS or recruitment-technology business consolidate its tools, protect its renewals, and get its support team out from under a flood of tickets.

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