--- title: Out of Bounds Case Study description: Discover how RedPandas helped Out of Bounds turn $20,000 of unused HubSpot into $113,000 in annual value with 56 workflows, Breeze AI, and 0 spreadsheets. --- [![rp_pri_01_hz_tag_clsx1](https://resources.redpandas.com.au/hs-fs/hubfs/rp_pri_01_hz_tag_clsx1.png?width=400&height=100&name=rp_pri_01_hz_tag_clsx1.png "rp_pri_01_hz_tag_clsx1")](https://www.redpandas.com.au/) [Visit Our Learning Centre](https://www.redpandas.com.au/learn/) [Visit Learning Centre](https://www.redpandas.com.au/learn/) # How Out of Bounds Turned $20,000 of Unused HubSpot Into $113,000 of Annual Value When your clients are Fortune 500 companies, operational chaos isn't an option forever. Here's how Out of Bounds went from an unused CRM to a system that runs while they're in the field: six months, 56 workflows, and a full AI activation later. - The problems Out of Bounds had - The solutions we developed  - The results Out of Bounds achieved with us - The impact of our approach - What's next for Out of Bounds ![OOB_logo@2x - HubSpot Optimisation Case Study](https://resources.redpandas.com.au/hs-fs/hubfs/OOB_logo@2x%20-%20HubSpot%20Optimisation%20Case%20Study.webp?width=360&height=82&name=OOB_logo@2x%20-%20HubSpot%20Optimisation%20Case%20Study.webp) ### Solution HubSpot Optimisation ### Services Used - Sales Hub - Marketing Hub - Workflow Automation - Breeze AI Agent + Smart Property Builds - Sales Pipeline Design and Build - Training & Enablement - Integration development ### Project Managers Richie Dharma, Tasha Dal Bianco ### Location Australia ## Out of Bounds' Challenges Manual Proposals and Quoting Before RedPandas came in, **Out of Bounds was building every proposal in Word**. Quotes were drafted from scratch, emailed as attachments, and tracked nowhere. There was no standardised format, no product line items, and **no visibility into which proposals were outstanding**. Over time, this approach: - Slowed down the sales process at every stage. - Made it impossible to track gross profit or forecast revenue from proposals. - And, created an inconsistent experience for corporate clients. No Pipeline Visibility or Forecasting Sales were being managed from **memory and calendar invites**, not a system. Neither co-founder could see their pipeline in real time. There were no defined stages, no stage-based reporting, and **no way to project revenue for the weeks or months ahead**. This meant: - Cash flow conversations relied on gut feel, not data. - Opportunities fell through the cracks between stages. - And, there was no shared view of what was open, stalled, or close to converting. Zero Automation, All-Manual System **Every client touchpoint required a founder to act.** There were no sequences, no follow-up workflows, and no event confirmation automations. If an email needed to go out after a discovery call, someone had to write and send it. If a lead went quiet, there was no alert. As the business grew, this created: - Founder time consumed by low-value admin - Inconsistent follow-up that varied by how busy the team was - Warm leads going cold without anyone noticing   Disconnected Event Management Out of Bounds runs live leadership events throughout the year: their own Leadership Walk programmes, HR Summit participation, and third-party partner events. **None of this was happening or being recorded at all in HubSpot.** Registrations were tracked in spreadsheets. Pre-event reminders and post-event follow-up were manual. There was **no connection between event attendance and the CRM**.   Missed Opportunities With Warm Leads After a great discovery call, **what happened next depended entirely on whether a founder remembered to follow up.** There were no templates ready to go, no sequences queued up, and no system watching for prospects who'd gone quiet. For a business selling high-value corporate programmes to enterprise clients, the sales cycle is long. A warm lead doesn't close in a week: it needs consistent, professional touchpoints over weeks or months to convert. Without a structured follow-up process, that window closes quietly. The prospect moves on, chooses another provider, or simply loses momentum. **And because nothing was tracked, no one at Out of Bounds knew it was happening until the opportunity was already gone.** The founders were dropping the ball because there was no system to catch it for them. Underused Platform, Growing Frustration **HubSpot was never configured for how Out of Bounds actually sells.** The setup was generic, and dashboards surfaced the wrong data. Neither founder opened HubSpot regularly because it wasn't showing them anything useful. Without a working system, the platform investment was being wasted every month, and the business continued growing without the infrastructure to support it. ## The Solution RedPandas designed a **comprehensive HubSpot Sales Hub Optimisation Programme**, delivered across six months in four defined phases. The project: - Rebuilt the **entire sales pipeline** around Out of Bounds' actual selling process - Connected **Sales, Marketing, and Events** under a single customer journey framework - And, introduced **AI-powered deal intelligence** from day one, so the system would get smarter with every call ![Screenshot 2026-06-25 at 10.14.58 AM](https://resources.redpandas.com.au/hubfs/Screenshot%202026-06-25%20at%2010.14.58%20AM.png "Screenshot 2026-06-25 at 10.14.58 AM") Snapshot of the itemised breakdown of the optimisation tasks completed for Out of Bounds. ![Picture 1](https://resources.redpandas.com.au/hubfs/Picture%201.png) ## Phase 1 - Discovery & Audit - Full HubSpot portal audit across Sales, Marketing & Operations - Stakeholder discovery sessions with both co-founders - Existing process and handover mapping - [Customer Journey Mapping](https://www.redpandas.com.au/creating-a-customer-journey-map-for-sales-enablement/) Workshop; full CJM validated in Miro with founders - Sales journey validation: Lead → Opportunity → Delivery (project) - Event marketing journey review: Partner Events + OOB Leadership Walk Events assessed for HubSpot build feasibility - Property and object blueprint finalisation ## Phase 2 - System Design & Configuration - 12-stage sales pipeline designed and configured - Deal property framework built: products, experiences, participants, dates - Automated service agreement document template - Deal-triggered Project (Experience) object creation - Core email templates: proposal, follow-up, welcome - Full automation architecture for both marketing event journeys translated into HubSpot workflows, lists, triggers, nurture logic, and segmentation - Microsoft 365 / Outlook integration connected ![Out_of_Bounds_WIP_Checklist](https://resources.redpandas.com.au/hubfs/Out_of_Bounds_WIP_Checklist.png) ## Phase 3 - Implementation & Testing - **56 workflows built and activated (36 live)**: deal stage transitions, ghosting alerts, event communications, data hygiene, gross profit calculations - User Acceptance Testing across **all** automations - Both marketing event journeys built, tested, and live end-to-end - Lead-to-Revenue Dashboard build - Email segmentation and nurture workflows activated - Data quality and validation checks completed - Form and tracking integrations live ![Daily_Deals_Checks_blurred](https://resources.redpandas.com.au/hubfs/Daily_Deals_Checks_blurred.png) ![Chartered_deal_blurred](https://resources.redpandas.com.au/hubfs/Chartered_deal_blurred.png) Custom built profit reports per deal ## Phase 4 - Enablement & Optimisation - Sales & Operations HubSpot training sessions delivered - Fathom call recording integration connected and Breeze AI smart properties configured: AI Summary, Compelling Reasons to Buy, Desired Outcome, Key Dates - 4 Breeze AI agents created and staged for Phase 2 activation - 6 custom dashboards built (Director, Louisa daily, Katrina daily, Data Hygiene, Marketing Contacts, Marketing Insights) - Weighted forecast and rolling pipeline reports delivered - Lead scoring model configured (low / medium / high) - 37 Loom training videos + 28-page project handbook delivered - Final optimisation, adoption monitoring, and project close-out ## The Impact of Our Work With Out of Bounds ## 1. Live Pipeline Visibility and Forecasting For the first time, both co-founders can see exactly where every opportunity sits and what revenue is projected for the weeks ahead. The weighted forecast breaks pipeline into three views: 1. Bank (signed) 2. Forecast (likely) 3. Projection (possible) Both co-founders now run this report daily. ![Sales_Forecast_numbers_blurred](https://resources.redpandas.com.au/hubfs/Sales_Forecast_numbers_blurred.png) ## 2. A Fully Automated Sales and Events Operation Here are some of the automations that are now running for Out of Bounds: ![Screenshot 2026-06-29 at 5.02.40 pm](https://2219901.fs1.hubspotusercontent-na1.net/hub/2219901/hubfs/Screenshot%202026-06-29%20at%205.02.40%20pm.png?width=1200&length=1200&name=Screenshot%202026-06-29%20at%205.02.40%20pm.png) ![Screenshot 2026-06-29 at 5.03.54 pm](https://2219901.fs1.hubspotusercontent-na1.net/hub/2219901/hubfs/Screenshot%202026-06-29%20at%205.03.54%20pm.png?width=1200&length=1200&name=Screenshot%202026-06-29%20at%205.03.54%20pm.png) ![Screenshot 2026-06-29 at 5.05.18 pm](https://2219901.fs1.hubspotusercontent-na1.net/hub/2219901/hubfs/Screenshot%202026-06-29%20at%205.05.18%20pm.png?width=1200&length=1200&name=Screenshot%202026-06-29%20at%205.05.18%20pm.png) ![Screenshot 2026-06-29 at 5.06.00 pm](https://2219901.fs1.hubspotusercontent-na1.net/hub/2219901/hubfs/Screenshot%202026-06-29%20at%205.06.00%20pm.png?width=1200&length=1200&name=Screenshot%202026-06-29%20at%205.06.00%20pm.png) Other automations now running include: - Deal stage email templates (CJM): automated touchpoints after every pipeline stage transition - New vs. repeat client segmentation: contacts automatically tagged and routed on entry - Data hygiene workflows: missing fields and duplicates flagged automatically - Gross profit calculation: deal records update automatically when line items are added - Post-event follow-up sequences: attendee follow-up runs without manual intervention **Short-Term Impact:** - Rebuilt HubSpot from an unused platform to a system both founders run daily - Reclaimed an estimated 12+ hours per week through automation - Gained real-time pipeline and forecast visibility for the first time - Both founders now have personalised daily dashboards - Consistent, automated follow-up replacing ad-hoc manual emails - Launched 2 full event marketing journeys previously managed in spreadsheets - 37 Loom training videos ensuring long-term independent adoption **Long-Term Impact:** - Established a scalable CRM foundation built around how Out of Bounds actually sells: ready to grow without adding operations headcount - AI infrastructure in place: Fathom + Breeze smart properties feed deal intelligence automatically. The system gets smarter with every call - Both founders positioned to activate Phase 2 (lead pipeline, auto-responders, Breeze agents) without external dependency ## How Out of Bounds Works Smarter With Breeze AI ## The Hidden Cost of Their Old Manual Workflows Before Fathom and Breeze were in place, every discovery call created work after the call. Both founders would: - Finish a session with a prospective client - Sit down to review their notes - Extract the key information (what the client needed, why they were buying, and what was holding them back) - Manually update the deal record in HubSpot This was happening for every call, every single time: resulting in over 30 hours of wasted time and countless opportunity costs every month. ## The Breeze AI-powered Architecture Built From Day 1 RedPandas designed the Fathom → Breeze integration into the system architecture from the beginning as a core layer of how Out of Bounds captures and uses intelligence from every client conversation. No manual entry or post-call admin sessions here. The deal record is updated before the founders close their laptops, so they always work with accurate, powerful data. ![Screenshot 2026-06-25 at 12.03.41 PM](https://resources.redpandas.com.au/hubfs/Screenshot%202026-06-25%20at%2012.03.41%20PM.png "Screenshot 2026-06-25 at 12.03.41 PM") ## 4 More Breeze AI Agents Built for Out of Bounds #### Call Transcript Agent Watches every sales call and automatically drafts a follow-up email: call summary, next steps, recommended actions. #### Enterprise Prospecting Agent Researches a target account on demand: finds stakeholders, maps buying roles, surfaces company intelligence, and identifies who to contact first. #### Customer Handoff Agent Bridges the gap between sales and delivery by generating a structured client briefing from the deal record, creating the associated project object, and drafting the welcome communication. #### Deal Intelligence Workflow Agent Surfaces deals that are stalling, flags gaps in deal data, and recommends next actions based on stage, engagement history, and time elapsed. ## The Numbers and Future Plans In the final 30 days of the project, Out of Bounds activated 16 Breeze AI features: a **433% increase** in active AI usage. Breeze agents grew **100%** in the same period. Four agents are now built and staged, ready for Phase 2 live activation. These agents represent the next layer: - Proactive deal intelligence - At-risk alerts - Suggested follow-up timing that is surfaced automatically without anyone having to ask RedPandas built the infrastructure so that everything was already connected when Out of Bounds was ready to activate.  ![Screenshot 2026-06-29 at 4.59.40 pm](https://resources.redpandas.com.au/hubfs/Screenshot%202026-06-29%20at%204.59.40%20pm.png "Screenshot 2026-06-29 at 4.59.40 pm") ## The Results Out of Bounds Achieved With Us 12+ hours reclaimed per week through workflow automation 167% increase in Breeze AI feature activation in the final month of the project 465% ROI from project investment generated within 6 months 113000 estimated annual operational and pipeline value generated in AUD *"Tash and the team at RedPandas were hyper-focused on understanding and delivering to our specific needs. They were business partners first and foremost, and their commitment and drive ensured great outcomes for our business."* ![Katrina Symons - Out of Bounds](https://resources.redpandas.com.au/hubfs/Katrina%20Symons%20-%20Out%20of%20Bounds.jpeg) Katrina Symons Co-founder, Out of Bounds *"I'm grateful, very grateful. Coming into this project, adoption was a big thing. Just seeing us use the system more, the fact that our inbox is connected, and us keeping our contact types clean... that already is a huge change."* ![Louisa Thraves - Out of Bounds](https://resources.redpandas.com.au/hubfs/Louisa%20Thraves%20-%20Out%20of%20Bounds.jpeg) Louisa Thraves Co-founder, Out of Bounds ## What's Next for Out of Bounds? Out of Bounds will continue to build on its HubSpot foundation with a planned **Phase 2** focused on activating the lead pipeline: turning on ~20 draft workflows ready to go live, building additional marketing journeys for new event formats, and moving other Breeze AI agents from draft to fully operational. Upcoming priorities include **auto-responders for inbound enquiries**, **Target Accounts** for strategic enterprise pursuit, and **HubSpot Academy certifications** for both founders to deepen their platform expertise independently. ![rp_pri_01_hz_tag_clsx1](https://resources.redpandas.com.au/hs-fs/hubfs/rp_pri_01_hz_tag_clsx1.png?width=200&height=50&name=rp_pri_01_hz_tag_clsx1.png)   **Menu** [Home](https://www.redpandas.com.au/) [About Us](https://www.redpandas.com.au/about-us/) [Contact](https://www.redpandas.com.au/contact/) [Blog](https://www.redpandas.com.au/learn/blog/) **Contact** Phone: (02) 8231 6460 Email: hello@redpandas.com.au Office: Suite 3, 26 Mcdonald St, Mortlake NSW 2137 **Subscribe to our newsletter!** [Follow us on Facebook](https://www.facebook.com/RedpandasCo/) [Follow us on LinkedIn](https://au.linkedin.com/company/redpandas-digital) [Follow us on Twitter](https://www.instagram.com/redpandas_au/) [Follow us on Instagram](https://www.youtube.com/channel/UCCyRGHaAeeV2MTWx04bXHfA) © 2026 All rights reserved ## Team Member Name ![team-member](https://cdn2.hubspot.net/hubfs/5377389/theme/images/stock-images/team-member-1.png) Team member bio information.