How Torigen Pharmaceuticals Unified 4 Years of Fragmented Operations Onto a Single HubSpot System

Data, Tooling, and Process Gaps Blocking a Reliable Operations Foundation

1. Contractor-built data fragmentation.

Four years of Podio configuration, handled by a rotating series of outside contractors, left records inconsistent across the system. This made a reliable single source of truth for sales, fulfillment, and service data unreportable without manual reconciliation.

2. A disconnected point-tool patchwork.

Podio, Google Sheets, QuickBooks Online, ShipStation, SquareSpace, and Chatlio each held a piece of the business with no native connections between them. This made a single order or customer record unfollowable end-to-end without checking multiple systems by hand.

3. Manual, person-dependent hand-offs.

Sales, fulfillment, and customer service passed work between each other with no shared system tracking it. This made the process entirely dependent on individual follow-through, not a system anyone could rely on.

4. No formalized service ticketing.

Case processing, customer service, material requests, inventory requests, and continuing-education requests had no dedicated intake structure. This made service work unrouteable and untrackable by type, leaving every request handled ad hoc.

5. Manual invoice creation.

Nothing connected a HubSpot-tracked deal reaching a billable stage to QuickBooks Online, so invoicing depended on someone noticing and acting manually. This created recurring discrepancies between what sales recorded and what finance billed.

6. Unautomated shipping and fulfillment status.

Shipping and return-label workflows ran through a point solution tied to the old Podio setup, with no path to carry that automation forward. This left fulfillment status invisible to the rest of the business until someone checked manually.

How Campaign Creators Rebuilt Torigen's Operations Around a Single HubSpot System of Record

Campaign Creators sequenced the Torigen rebuild around data integrity first, so nothing got automated on top of records the team couldn't trust yet.

Standard Objects, No Admin Required

Torigen had no dedicated HubSpot administrator on staff, so a system that required specialized upkeep to stay usable would eventually go unmaintained. Campaign Creators built the CRM on HubSpot's standard deal and ticket objects, not a custom-built data model. That choice keeps the system something Torigen's own staff can maintain going forward without needing outside help for routine changes.

Rebuilt QuickBooks Invoicing and ShipStation Workflow

Nothing connected a HubSpot deal reaching a billable stage to QuickBooks Online, and HubSpot's native ShipStation integration didn't support the shipping and return-label workflow Torigen needed. Campaign Creators connected QuickBooks Online so that a deal automatically reaching the "Ready to be Invoiced" stage creates the matching invoice, and rebuilt the ShipStation automation as a HubSpot-side Zapier workflow in place of the Podio-side version it replaced. Invoicing now closes the gap between what sales records and what finance bills, and shipping automation no longer depends on the retired Podio system.

Cleaning Contractor-Built Podio Data

Podio records built up across a rotating series of outside contractors carried inconsistencies that a straight technical migration would have carried forward unchanged. Campaign Creators prioritized data quality over speed, extending the migration timeline to resolve those inconsistencies before any record moved into HubSpot's data model. That decision meant every workflow and automation built afterward ran against records the team could actually trust, not data that merely looked migrated.

Properties Built Per Team

Sales, fulfillment, and service each tracked different information day to day, and no prior system had defined what each role actually needed to record. Three dedicated discovery sessions worked through those requirements directly with Torigen's team, translating them into the deal and ticket properties the new pipelines were built around. The result is a property set built from how each team actually works, not a generic template applied across all three.

Distributor Routing Without Lookups

Distributor relationships had previously been tracked through manual lookups across separate spreadsheets and Podio records, with no way to route a case or kit request to the right related contact automatically. Campaign Creators built a workflow that carries the distributor association directly onto Case and Tumor Collection Kit records. Corporate-owner and Group Purchasing Organization associations were scoped during discovery as a further extension of this model, proposed for how Torigen could structure those relationships in HubSpot going forward.

Automating the Manual Handoffs

Before this build, status updates and hand-offs between teams depended on someone remembering to communicate them manually. Campaign Creators automated the handoffs with the highest manual burden:

• A deal reaching "Ready to be Invoiced" automatically creates the matching QuickBooks Online invoice.
• Shipment tracking numbers trigger automated status updates and clinic communications through the rebuilt ShipStation workflow.
• Case and Tumor Collection Kit records automatically carry the correct distributor association, routing communications to the right contact without a manual lookup.

Sticking Points Resolved Pre-Launch

Impact: A Foundation Torigen Has Kept Building On

With Podio fully retired, Torigen's sales, fulfillment, and service data live in one HubSpot system, not a rotating set of contractor-configured tools. Because the QuickBooks and ShipStation integrations were built directly on top of that structure, invoicing and shipping status stay accurate without manual reconciliation. Torigen has continued extending the platform since the original build: the company brought Campaign Creators back for a customer portal setup and to explore a SyncIQ integration in the years following the initial implementation, building on the same HubSpot foundation it started with.

Solve Fragmented Operations and Manual Workarounds With Campaign Creators

Small teams running on a patchwork of point tools face the same bind Torigen did: years of inconsistent data, manual hand-offs between departments, and automation that depends on whichever tool happened to support it at the time. Fixing it later costs more than building it right from the start. Closing that gap means migrating existing data without carrying its problems forward, connecting the tools a business already depends on, and building automation around how the team actually works, not a generic template.

Campaign Creators builds HubSpot systems that unify sales, service, and operations data for growing teams, connecting the financial and fulfillment tools they already rely on. Talk to a HubSpot expert to see how Campaign Creators can build a unified operations system around your existing tools.