Food & Beverage Industry Success Story

How Dirty Hands Is Replacing a Pipedrive Process That Let a Cancelled Contract Bill for 90 Days With a HubSpot Amendment Workflow

Dirty Hands is a national food and beverage brokerage providing field sales and merchandising to brands in grocery and natural retail. Campaign Creators is migrating the company off Pipedrive onto HubSpot Sales Hub Enterprise, with new, active, and dropped revenue separated on every contract line and an automated amendment workflow linked to Portant for quotes and e-signature.

Dirty Hands is a national brokerage based in Milford, Connecticut, providing field sales and merchandising services to food and beverage brands sold through grocery and natural retail channels. Its client roster includes natural and organic brands such as Evolution Fresh, Vital Farms, and Once Upon a Farm, for whom Dirty Hands manages in-stock levels and shelf availability across a retail footprint of more than 5,000 stores nationwide.

That scale runs on a national network of field representatives and in-store merchandising visits, coordinated through signed contracts and ongoing service amendments with each brand it represents. With thousands of retail doors and a constantly shifting mix of active, new, and discontinued services across its client contracts, even a small gap in how amendments were tracked carried outsized risk, a single missed cancellation could mean a brand being billed incorrectly across a national account for months before anyone caught it.

Industry

Food & Beverage — Retail Merchandising Brokerage

Tools Used

HubSpot Sales Hub Enterprise
Portant
Pipedrive (migrated from)

Services

CRM Migration
Contract & Amendment Automation
Custom Integration

The Challenge

Dirty Hands ran its sales and contract process on Pipedrive, where a single "Deal" object was used for both new-sale forecasting and active-contract renewal. An amendment that appeared to add $200,000 in new pipeline was, in true incremental terms, only $18,000 of actual new revenue, because the system had no way to separate net-new revenue from the full value of an existing contract carried forward.

Every amendment processed through that structure risked repeating a failure the team had already seen: a change to one account added a new service without formally closing an old one, and the cancelled service kept billing for 90 days before the discrepancy was caught by manually cross-referencing multiple deal records.

Data and Process Gaps Behind a Manual, Error-Prone Contract Workflow

1. A single object for two different jobs.

Pipedrive's flat Deal record mixed new-sale forecasting with active-contract renewal in one field, making it impossible to report accurately on how much of the reported pipeline was actually new revenue.

2. No line-item-level service tracking.

The system tracked contract status at the deal level only, with no way to mark an individual service as started or dropped.

3. A fully manual signature and handoff chain.

Every amendment moved through a Google Doc template, a separate e-signature step, manual filing in Drive, and a manual email to finance.

4. Manually maintained pricing.

Contract pricing lived in a separately maintained master spreadsheet, not inside the system of record, which made a $75,000 underpricing error possible.

5. Unreliable, rep-dependent automation.

Pipedrive's automations depended on a rep manually moving a deal to Closed Won, a step frequently missed.

"We didn't want to just move Dirty Hands' Pipedrive data into HubSpot as it was. The real fix was giving them a data model that could tell the difference between a brand-new sale and an existing contract getting amended."

Keith Adelman, Account Executive, Campaign Creators

Why Dirty Hands Chose Campaign Creators

Dirty Hands needed a partner capable of migrating a live sales process off Pipedrive without disrupting active contracts, rebuilding its contract and amendment data model from the ground up, and integrating a third-party e-signature tool directly into the new workflow. The engagement's technical requirements included:

A contract-centric HubSpot data model separating new, active, and dropped revenue at the line-item level
A Pipedrive-to-HubSpot migration covering live contracts, contacts, and historical records
A bi-directional integration with Portant for quote generation and e-signature
An automated workflow routing an amendment from draft through signature
A standardized product library replacing inconsistent, free-typed product names

Campaign Creators is a HubSpot Elite Solutions Partner, with the Sales Hub Enterprise and data-migration experience the engagement's technical requirements called for.

The Solution: How Campaign Creators Is Rebuilding Dirty Hands' Contract and Amendment Process in HubSpot

Campaign Creators approached the rebuild as a data-model redesign first, migration and automation second. Discovery scoped two new custom objects for contracts and products as the system's source of truth; once build was underway, that design proved duplicative against HubSpot's native Deal and Product objects and against Portant's own requirements, and the team flattened the model onto standard objects, not the originally scoped custom ones.

Flattening Two Custom Objects Into One Standard Data Model

Campaign Creators modeled Dirty Hands' contracts directly on HubSpot's standard Deal and Product objects, tagging every line item with a Revenue Type of New, Active, or Drop, and chaining each amendment back to its originating contract through a dedicated reference field. This keeps every contract and its full amendment history inside HubSpot's native reporting and workflow tools.

Hub Integration Connection_40px_teal_light

Connecting Portant for Automated Quote Generation and E-Signature

Portant's document templates generate a signed quote directly from deal data, but the platform cannot read HubSpot's percentage-type properties, such as Annual Increase % and Late Fee %, without a conversion to plain numbers first. Campaign Creators built a bi-directional Portant integration that pulls line items, pricing, and contract terms from the deal record into a Google Doc quote ready for e-signature. The percentage-field conversion itself was identified during the September 2026 build review and remains an open item the team is finalizing.

Digitizing Historical Contracts With a Model-Agnostic Import Template

Campaign Creators built a model-agnostic Contract Import Template that captures each signed contract and amendment as a structured record, links every amendment to its originating contract by name, and ties each record back to its source Pipedrive deal link for traceability during the migration.

Structuring Properties Around Blended Retainer and Price-Per-Visit Pricing

Campaign Creators defined a dedicated set of custom properties across the Deal, Product, and Company objects, covering pricing model, price-per-visit cost, notice period, drop status, and contract signee, identified by working through what sales, operations, and finance each needed to see day to day.

Replacing Free-Typed Products With a 68-Item Shared Library

Campaign Creators built a standardized product library of 68 HubSpot products inside the Contract Import Template, replacing free-typed product names with a single dropdown-selected record every team can reference the same way.

Automating the Amendment Workflow From Draft to Signature

Campaign Creators built an automated "Create Amendment" workflow: a rep action on an active contract deal creates a linked draft deal that copies the contract's line items, routes the edited draft through Portant for document generation and e-signature, and transitions deal stages automatically once the document is signed.

Clicking "Create Amendment" on an active contract deal creates a linked draft deal and copies its line items for the assigned rep to edit.
Signing a Portant-generated amendment document moves the new deal to Closed Won and the original deal to Contract Inactive for the deal owner.

Training Business Development and Operations on the New Workflow

Campaign Creators is training Dirty Hands' business development and operations teams directly on the new workflow, covering HubSpot architecture and the amendment process, Portant document administration, and reporting, in sessions that began October 2, 2026 and continue into November.

The Results

Dirty Hands' amendment workflow was demoed and approved on September 17, 2026, and the business development team began training on it two weeks later.

The demoed workflow replaces a 3-stage manual signature chain with a single "Create Amendment" action on an active contract deal.
Signing the resulting Portant-generated document is designed to automatically move the original contract to Contract Inactive, directly targeting the gap that once let a cancelled service keep billing after cancellation.
Every new contract line item carries a Revenue Type of New, Active, or Drop at entry, not a single deal-level status field representing a whole contract.
Historical contracts are being digitized into the new structure through a model-agnostic import template, prioritized by active status first.

Rollout continues into November 2026, with Portant administration and reporting training still ahead and historical-contract migration ongoing.

Impact: A Contract Record Built to Prevent the Next Billing Gap

The new contract and amendment structure sits on HubSpot's standard Deal and Product objects, not a parallel set of custom ones that Campaign Creators' discovery work had originally scoped and then found duplicative once build was underway. Because of that, Dirty Hands' own HubSpot administrators can extend the system with HubSpot's standard tools going forward, not contractor-maintained custom object configurations.

The defined property set and the Pipedrive-to-HubSpot stage mapping also mean a future contract or amendment follows a documented structure already proven against the historical migration, not a fresh mapping exercise built from scratch each time.

Solve Sales Process and Contract Management Gaps With Campaign Creators

Businesses running high-volume contract and amendment processes on a generic CRM often end up with a sales pipeline that cannot separate new revenue from existing contracts being renewed or changed. Campaign Creators builds contract-centric HubSpot architecture for businesses moving off generic CRMs like Pipedrive, pairing the data model with the integrations, such as Portant for e-signature, each business's process actually depends on.

Turn Manual Contract and Amendment Tracking Into an Automated HubSpot Workflow

Businesses managing recurring contracts and service changes often rely on scattered spreadsheets, manual signatures, and disconnected tools, work that slows down every renewal and puts revenue at risk. Campaign Creators builds contract-centric HubSpot systems that automate the amendment process from draft to signature. Talk to a HubSpot expert to see how Campaign Creators can build a contract and amendment system around your existing sales process.

Talk To a HubSpot Expert