Case StudiesCybersecurity and InfrastructureHubSpot Services and CRMDigital Transformation

INTRO

Montelux is a B2B foreign exchange company with a multi-country commercial team operating across Eastern Europe, France, and the United Kingdom. The organization follows a clearly defined sales structure, with junior team members focused on prospecting and senior management responsible for deal closure and client onboarding.

For Q4 2024, Montelux set a clear objective: to implement a fast and disciplined HubSpot setup that would introduce a dedicated prospecting pipeline, enforce strict access controls, and establish essential automation for operational efficiency and governance.

The challenge was to get HubSpot up and running quickly, without compromising on governance or data integrity, ensuring a secure transition from personal to corporate communication channels.

Montelux Forex Sales HubSpot

CHALLENGES

As Montelux prepared to scale its sales operations across multiple countries, four key challenges emerged:

1. Process Separation

  • The team needed a clear distinction between Prospection and Sales/Onboarding to keep each stage clear and prevent overlap.

2. Strict Segregation of Duties

  • To mitigate risk, junior reps required restricted views limited to prospecting data, ensuring sensitive closing data remained accessible only to senior management.

3. Data Consistency

  • Consistent Contact–Company–Deal links were essential to maintain data accuracy and prevent qualified accounts from being lost.

4. Audit-Ready Communication

  • Reliance on personal channels (WhatsApp) posed a compliance risk. A centralized log of all interactions was required for full operational visibility.
Daniel Curculescu
"This forex project was a pleasure, from the requirements to the training sessions where Montelux reviewed the implementation. The set up of Teams in HubSpot was particularly agile."
Daniel Curculescu, Software Engineer

SOLUTION

FROM CHAOS TO CONTROL

The OPTI team delivered a process-centered HubSpot setup focused on governance, automation, and data consistency.

  1. Two Pipelines, Clear Roles
    • OPTI set up two pipelines - Prospection for junior reps and Sales/Onboarding for management - ensuring focus and clean data flow.
  2. Access Governance
    • User permissions were configured through Users, Teams and pipeline-level rules so each member saw only their assigned records.
  3. Structured Associations
    • Standardized Contact–Company–Deal links and new association labels improved traceability across timelines and reports.
  4. Automation & Email Logging
    • A qualification workflow creates Deals automatically when leads meet criteria, while Outlook integration captures all communication directly in HubSpot.
For regulated industries like FinTech, a CRM is not just a database but a governance tool. By separating prospecting from closing and enforcing strict data ownership, we created a system that scales securely across borders without compromising compliance or data integrity.

CRM AS SINGLE SOURCE OF TRUTH

By unifying all client-related data into HubSpot, a strong value flow emerges. Leads are nurtured to Clients while ERP and support integration guarantees quality and client loyalty.

HubSpot CRM Flow Diagram

François Dupouy
TESTIMONIAL

"Their attention to detail and focus on delivering a tailored HubSpot RevOp solution truly set them apart. We’ve seen a significant improvement in how we manage leads and sales processes. The project was completed within the agreed timeframe. It was clear that they had our best interests in mind. Wonderful work"
François Dupouy, Head of Sales, Montelux

RESULTS

1-2 MONTHS AFTER GO-LIVE

Operational HubSpot CRM

HubSpot is fully operational with separate pipelines and role-based permissions (RBAC).

360° Visibility

Email logging enabled complete interaction tracking inside HubSpot.

Automated Workflows

Deals are created automatically at qualification, ensuring consistent follow-up.

100% Email Logging Compliance

Transitioned team from personal inboxes to fully tracked logging within weeks.


TECH AND METHODOLOGY

  • Services: CRM Implementation, RevOps, RBAC (Role-Based Access Control)
  • Tech: HubSpot, Microsoft Outlook.
  • Standards: ISO 9001 (quality), ISO 27001 (information security).


Data Governance

Strict data ownership rules to prevent internal conflict and data loss.

Pipeline Separation

Dedicated pipelines for Prospection vs Sales for maximum clarity.

Security by Design

Granular roles and permissions to protect sensitive client data.

References

Quick Questions

What challenges did Montelux face scaling across countries?

They struggled with overlapping pipelines between junior and senior reps, lack of data governance, and reliance on personal channels like WhatsApp.

How was the sales process organized in HubSpot?

We implemented two distinct pipelines: 'Prospection' for juniors and 'Sales/Onboarding' for management, ensuring clear process separation.

How was data security and governance handled?

We used Role-Based Access Control (RBAC) so junior reps could only see prospecting data, while sensitive closing data remained restricted to management.

What result was achieved regarding compliance?

We achieved 100% email logging compliance by integrating Outlook and transitioning the team from personal inboxes to tracked communication.

What is the TLDR (conclusion)?

For regulated industries like FinTech, a CRM is not just a database but a governance tool. By separating prospecting from closing and enforcing strict data ownership, we created a system that scales securely across borders without compromising compliance or data integrity.

What technologies and methodologies are involved?

Technologies: HubSpot CRM, Microsoft Outlook Integration, HubSpot Workflows
Methodologies: CRM Implementation, RevOps, RBAC (Role-Based Access Control), Data Governance, ISO 27001

How can I find out more?

Daniel Curculescu

Article written by

Daniel Curculescu

Data Engineer (Google Cloud Certified Professional). CRM Automation, AI, mobile.

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