CRM, Projects, Field Service & HubSpot Migration for Cinema Stage Inc

Cinema Stage Inc · September 1, 2024

Running a field service and production business across multiple active projects means managing a lot of moving parts simultaneously — client relationships, site deployments, crew scheduling, project timelines, and billable hours. Cinema Stage Inc was doing all of that across disconnected tools, with HubSpot handling the CRM side and everything else managed through a combination of spreadsheets, calendars, and manual coordination.

The ask was to bring it into one place. A single platform where the sales pipeline, active projects, field service operations, and timesheet tracking all lived together — and where the history they'd built in HubSpot came with them.

The Challenge

Four Workflows, No Shared System

Cinema Stage Inc's operations spanned the full client lifecycle — from initial enquiry through to quoting, project delivery, field deployment, and invoicing. Each stage of that lifecycle was handled in a different tool or manually, which meant context was constantly being reconstructed. A project manager picking up an active job had to piece together the sales history from HubSpot, the project status from a spreadsheet, and the crew schedule from a calendar before they could answer a basic client question.

There was no single view of a client, a project, or a job. Information that should have flowed automatically between stages was being re-entered by hand instead.

A HubSpot History Worth Keeping

The team had years of client relationships, deal history, and contact data in HubSpot — including custom fields built around how Cinema Stage Inc categorized clients, tracked project types, and managed their pipeline. That data had operational value and couldn't be left behind.

A clean migration meant more than exporting a contact list. It meant mapping HubSpot's data model to Odoo's, preserving custom field data where it had a meaningful home in the new system, and arriving on day one with a CRM that reflected the team's actual client base — not an empty database.

Timesheets Without a Process

Billable hours were tracked inconsistently. Field crew and project staff logged time in different ways, reconciliation happened at invoice time rather than continuously, and there was no clean line between hours logged against a project and hours logged against a field service job. Getting to an accurate invoice required manual reconstruction of what had actually happened.

What We Built

CRM — Pipeline to Close

We configured Odoo CRM around Cinema Stage Inc's actual sales process — stage definitions that reflect how their deals progress, custom fields that match the categories and context their team tracks, and pipeline views that give both reps and management a clear picture of what's active, what's stalled, and what's closing.

Leads and opportunities flow through to project creation without re-entry — when a deal closes, the client relationship, contact data, and deal context carry forward directly into the project that follows.

Projects — From Won Deal to Delivered Job

Project management was built around Cinema Stage Inc's delivery model — task structures that reflect how productions and deployments actually run, milestone tracking, document management, and the ability to assign crew and track progress against a defined scope.

The connection between CRM and Projects means nothing gets lost in the handoff from sales to delivery. The project team inherits the full client context from the deal — without anyone having to re-enter it or brief them separately.

Field Service — Dispatching & Job Management

The field service implementation gave Cinema Stage Inc a proper dispatching and job management layer for site deployments and on-location work. Jobs are created, assigned, and tracked inside the same platform as the project they belong to — so the relationship between a project milestone and a field deployment is explicit, not inferred.

Field staff receive job details, can log activity and notes on-site, and feed time and status back into the system in real time. Scheduling and dispatch is managed centrally, with full visibility into crew availability and active assignments.

Timesheets — Continuous, Not Reconstructed

Timesheet tracking was configured across both Projects and Field Service, so every hour logged against a job or a project task is captured as work happens — not reconstructed at invoice time. Staff log time against the specific task or field job it belongs to, and that data flows directly into project reporting and billing without any manual reconciliation step.

Managers have a live view of hours across active projects and field jobs. Billing is based on what was actually logged, with a clean audit trail behind every invoice.

The HubSpot Migration

Moving off HubSpot required a structured approach to data mapping before a single record was touched. We audited the full HubSpot instance — contacts, companies, deals, activity history, and every custom field the team had built — and mapped each element to its equivalent in Odoo, creating custom fields in the new system where the standard configuration didn't cover what Cinema Stage Inc tracked.

The migration covered:

• Contacts & companies — full contact and company records migrated with relationship structure intact
• Deal history — active and closed deals migrated with stage, value, and associated contacts preserved
• Custom fields — HubSpot custom properties mapped and recreated in Odoo so no contextual data was lost in translation
• Activity history — logged notes, calls, and email activity carried across against the relevant contact and deal records
• Pipeline configuration — HubSpot pipeline stages mapped to equivalent Odoo CRM stages with the same progression logic

The team arrived on Odoo with a CRM that looked like their business — not a blank slate they had to rebuild from memory.

Outcome

Cinema Stage Inc moved from four disconnected tools to one platform covering the full client and project lifecycle. A deal won in CRM flows into a project without re-entry. A project milestone triggers a field job without a manual handoff. Hours logged in the field feed billing without reconstruction at month end.

The HubSpot history the team had spent years building came across intact — contacts, deal history, custom field data, and activity logs all present in the new system from day one.

What had been a coordination overhead spread across multiple tools is now a single operational platform. The team spends less time managing information and more time delivering the work.