Two billboard businesses, out of the inbox and into one system.

An outdoor advertising business selling billboards, posters, banners, bus ads and placements, with one location in California and one in Texas, both coordinated by a single CEO.

The business ran on one person's inbox and memory.

Clients, vendors and campaigns lived across email and personal files. Nothing showed which campaigns were live, upcoming or overdue. New enquiries had no follow-up process, so leads went cold, and every decision went through the CEO by hand.

One connected system: ClickUp as the hub, Google Drive for assets and HubSpot for the CRM.

Both locations share one workspace. Every file links to its task, and every lead is logged the moment it arrives and followed through to a decision.

• ClickUp workspace. Four Spaces for Clients, Vendors, Campaigns and Leads, with custom fields for campaign status, location, vendor, deadline and active or past client.
• Google Drive. Restructured into client, vendor, contract, design and proof-of-posting folders, each linked to its ClickUp task.
• Lead pipeline. One board from New to Follow-up to Converted or Lost, visible at a glance.
• HubSpot CRM. Contact management, email campaigns and a self-serve booking link for client meetings.

• New contact in HubSpot → intro email sent automatically.
• No reply after 3 days → follow-up sent.
• Proposal sent → reminder queued.
• Client books through the meeting link → no back-and-forth over email.

• Both locations are managed from a single workspace.
• Every enquiry is logged and followed up from first contact to outcome.
• The business no longer depends on the CEO tracking everything by hand.
• Clients, vendors and campaigns are visible at a glance, and response times improved.