Customers and revenue brought together in HubSpot, giving a coffee retailer decisions based on data and a faster sales team | Kurasu LLC

About the client
or you are looking for a hiring partner you can trust
HP： https://jp.kurasu.kyoto/
please get in touch with NowVillage Inc.
Kurasu LLC
Industry: retail

Employees: 50 to 100

Products: Sales Hub
Kurasu LLC (founded August 2018, Kyoto) is a fast-growing coffee brand working under the vision of enriching people’s lives through coffee.

Based in Kyoto, it runs cafés, an online store, and the import and export of coffee equipment.

It values its connection with everyone involved in coffee, from producers to drinkers, and keeps trying new things.
The problem: data management getting complicated, and not being able to see the numbers they wanted

Kurasu had been managing customer information and orders on Shopify, their e-commerce platform.

But as the business grew, the volume and complexity of the data grew with it, and three problems became clear.

Problem 1: too many fields, leading to missing entries and poor data quality
With customer information often entered by hand on Shopify at the point of order, and a large number of fields,
accuracy varied by person, and fields were frequently left blank

company names were written inconsistently, and contact names were recorded in different ways

searching for customers and analysing data became difficult

and as a result building an accurate customer database was hard.

Problem 2: each salesperson managing differently, so everything depended on the individual
Because contact history and progress were also managed differently by each person,
following the history of customer contact across the team was difficult

it was unclear who had done what and when, so the quality of handling could not be made consistent

checking a customer’s information when you were not the owner took time

For the leadership, the biggest problem was how hard it was to see the revenue trend they needed for decisions.

Shopify’s standard features collate revenue mainly by order
They could not meet the need to see monthly revenue by company
So revenue had to be collated again each month in Excel, which took a great deal of time
And there was a risk of human error

With these problems in mind, and wanting a system in which customer and revenue data sit in one place and anyone can reach the latest information easily, the company looked at HubSpot.

Adopting HubSpot: a simple data design holding only what the work needs

To solve these problems, NowVillage focused on reducing the workload and showing only the data the business needs, and after understanding their existing processes and their Shopify data structure in depth, carried out the migration and designed how it would run.

What we did

・Slimming down and standardising the data structure

To solve the number of fields and the inconsistency that had been a problem in Shopify, we reviewed the fields thoroughly as part of the HubSpot implementation.
For companies, contacts and orders, we defined only the fields the business genuinely needs.
That lets people record the important information accurately, greatly reduces missing and duplicate entries, and gives a simple data structure anyone can use without hesitation.

Designing the custom reports the business and the sales team need

To improve the revenue collation that took the most time and effort, we taught them how to use HubSpot’s custom reports and how to design dashboards.
That fully automated the collation that had been done by hand in Excel. Data needed for decisions on both the business and the sales side, such as revenue by salesperson and monthly revenue by customer, is now easy to show automatically.
We helped create an environment in which accurate, current figures are available to the leadership and the sales team at any time.

Results: bringing data together sharpened sales and sped up decisions

After adopting HubSpot, sales and administration at Kurasu improved.

Specifically, in three ways.

What HubSpot delivered
Information in one place, and consistent quality of customer handling across the team
Sharper sales activity, using order history
Automatic visibility of the data that matters to the business, supporting strategy

Result 1: information in one place, and consistent quality of customer handling

First, enquiry through order through revenue is all in HubSpot.
Information that each person held separately is now on one platform, and sharing it is straightforward.
And because the whole team can see the latest customer information, the quality of customer handling can be made consistent.

Result 2: sharper sales activity, using order history

Second, with order history linked to each customer as deals, the quality of sales work has risen considerably.
Past purchases and conversations make it possible to recommend the right beans and equipment.
Using HubSpot CRM, regular follow-ups are reminded automatically, so sales work is efficient and nothing slips.

Result 3: automatic visibility of the data that matters, supporting strategy

Monthly revenue by customer, which had been hard to see, is now visible, which has sped up decisions.
Revenue trends and repeat rates can be analysed accurately, making data-led decisions easier.
It helps with concrete strategy: which customers to focus on next, which product categories are growing fastest.

The sales team say that opening HubSpot shows the state of their accounts immediately, and that nothing in conversations or follow-ups slips any more, so the effect is felt in both efficiency and results.

or you are looking for a hiring partner you can trust A comment

Kurasu LLC said the following about the results.

“Information used to be scattered, and it was hard work to get an accurate picture of revenue or of how customers were moving.
Since adopting HubSpot, the flow from enquiry to revenue is visible, and the whole team works from the same information.

Having monthly revenue by customer reported automatically is particularly useful. NowVillage’s support was genuinely thorough, and because they understood what we wanted before proposing anything, we could go ahead with confidence.”

They taught us how to use it carefully too, and we can now add and customise properties ourselves. Migrating let us build the efficient way of working we had wanted.”

Kurasu’s case is one of leaving cumbersome manual work behind and moving to running the business on data.

More than anything we provided, it came from Kurasu’s own determination to build something better and from the team’s willingness to use it.

As a HubSpot Platinum Partner, NowVillage Inc. works on trust, expertise and, above all, care, understanding each client’s business model and supporting the adoption of a HubSpot that is genuinely used and genuinely delivers.

If you
want to fix data management that has become cumbersome

or want the data you need for decisions turned into reports

---

Talk to NowVillage