Case Study - ToolKit Services | Box Connector by SparkGrid Software

Built for complexity, ready to scale

Robert Perry leads revenue operations and marketing at ElectraMet, an industrial hardware-as-a-service company working in complex environments like semiconductor fabs and battery recycling facilities. Every customer engagement generates a heavy load of critical documents: NDAs, budgetary estimates, engineering calculations, process drawings, and contracts. Each customer may have multiple sites, each with its own streams and requirements. From early on, the team used a structured approach in Dropbox: they created project folders for each customer, kept proposals and calculations together, and promoted those folders when a prospect became a customer. For a long time, it worked well, but as ElectraMet grew, that structure simply met its natural limits. Links between HubSpot and Dropbox could break as projects evolved, and documents were always there, but finding the exact right version sometimes took more effort than it should. With 12 different team members involved in any given document's lifecycle and a 35-person company moving faster every quarter, Robert saw an opportunity to give that existing logic better infrastructure.

Built for complexity, ready to scale

Robert Perry leads revenue operations and marketing at ElectraMet, an industrial hardware-as-a-service company working in complex environments like semiconductor fabs and battery recycling facilities. Every customer engagement generates a heavy load of critical documents: NDAs, budgetary estimates, engineering calculations, process drawings, and contracts. Each customer may have multiple sites, each with its own streams and requirements. From early on, the team used a structured approach in Dropbox: they created project folders for each customer, kept proposals and calculations together, and promoted those folders when a prospect became a customer. For a long time, it worked well, but as ElectraMet grew, that structure simply met its natural limits. Links between HubSpot and Dropbox could break as projects evolved, and documents were always there, but finding the exact right version sometimes took more effort than it should. With 12 different team members involved in any given document's lifecycle and a 35-person company moving faster every quarter, Robert saw an opportunity to give that existing logic better infrastructure.

Built for complexity, ready to scale

Robert Perry leads revenue operations and marketing at ElectraMet, an industrial hardware-as-a-service company working in complex environments like semiconductor fabs and battery recycling facilities. Every customer engagement generates a heavy load of critical documents: NDAs, budgetary estimates, engineering calculations, process drawings, and contracts. Each customer may have multiple sites, each with its own streams and requirements. From early on, the team used a structured approach in Dropbox: they created project folders for each customer, kept proposals and calculations together, and promoted those folders when a prospect became a customer. For a long time, it worked well, but as ElectraMet grew, that structure simply met its natural limits. Links between HubSpot and Dropbox could break as projects evolved, and documents were always there, but finding the exact right version sometimes took more effort than it should. With 12 different team members involved in any given document's lifecycle and a 35-person company moving faster every quarter, Robert saw an opportunity to give that existing logic better infrastructure.

Choosing Box because of Box Connector

ElectraMet is a HubSpot-first company. Robert and the team knew HubSpot would remain the center of gravity for customer lifecycle and internal workflows. The missing piece was a file system that could connect to HubSpot at the workflow level, not just as a loose link. They evaluated different file platforms, integration concepts, alternative tools, and considered tighter Dropbox integrations. None of them gave them what they needed: HubSpot-driven automation with a clean, consistent file structure that everyone could rely on. "We need a file manager that integrates with HubSpot," Robert explains. "Even Box by itself does not offer the automation capabilities that HubSpot offers." That changed when he found SparkGrid's Box Connector. It was the only tool that allowed ElectraMet to use HubSpot workflows to create and name folders in Box based on company, deal, and ticket data — associating those folders directly with specific HubSpot records and keeping HubSpot as the automation brain while Box became the single, secure home for documents. "When I found the Box Connector tool, that was the point we made the decision to purchase Box," Robert says. "It wasn't because of Box alone. It shifted my perspective on Box as a tool, but it also connected for leadership how we could let HubSpot take the actions on its own."

Choosing Box because of Box Connector

ElectraMet is a HubSpot-first company. Robert and the team knew HubSpot would remain the center of gravity for customer lifecycle and internal workflows. The missing piece was a file system that could connect to HubSpot at the workflow level, not just as a loose link. They evaluated different file platforms, integration concepts, alternative tools, and considered tighter Dropbox integrations. None of them gave them what they needed: HubSpot-driven automation with a clean, consistent file structure that everyone could rely on. "We need a file manager that integrates with HubSpot," Robert explains. "Even Box by itself does not offer the automation capabilities that HubSpot offers." That changed when he found SparkGrid's Box Connector. It was the only tool that allowed ElectraMet to use HubSpot workflows to create and name folders in Box based on company, deal, and ticket data — associating those folders directly with specific HubSpot records and keeping HubSpot as the automation brain while Box became the single, secure home for documents. "When I found the Box Connector tool, that was the point we made the decision to purchase Box," Robert says. "It wasn't because of Box alone. It shifted my perspective on Box as a tool, but it also connected for leadership how we could let HubSpot take the actions on its own."

Choosing Box because of Box Connector

ElectraMet is a HubSpot-first company. Robert and the team knew HubSpot would remain the center of gravity for customer lifecycle and internal workflows. The missing piece was a file system that could connect to HubSpot at the workflow level, not just as a loose link. They evaluated different file platforms, integration concepts, alternative tools, and considered tighter Dropbox integrations. None of them gave them what they needed: HubSpot-driven automation with a clean, consistent file structure that everyone could rely on. "We need a file manager that integrates with HubSpot," Robert explains. "Even Box by itself does not offer the automation capabilities that HubSpot offers." That changed when he found SparkGrid's Box Connector. It was the only tool that allowed ElectraMet to use HubSpot workflows to create and name folders in Box based on company, deal, and ticket data — associating those folders directly with specific HubSpot records and keeping HubSpot as the automation brain while Box became the single, secure home for documents. "When I found the Box Connector tool, that was the point we made the decision to purchase Box," Robert says. "It wasn't because of Box alone. It shifted my perspective on Box as a tool, but it also connected for leadership how we could let HubSpot take the actions on its own."

HubSpot-driven structure and faster access

With Box and Box Connector in place, ElectraMet aligned its document structure with how they already manage work in HubSpot: Companies, Deals, and Tickets. When a company reaches the right point, HubSpot creates a company folder in Box with a standard, domain-based name. When a deal is opened or reaches a key stage, a project folder appears inside that company folder. As engineering tickets are created, Box Connector generates subfolders for each ticket and pre-loads the right calculators and templates based on the type of work and industry. "The company names are being created automatically based on the domain, so they're always accurate," Robert says. "The folder is created automatically based on the company name, and when we come into the company, that is where we find the folder. We never have to go searching for it." The impact extends to approvers and executives as well. Instead of trying to recall a folder path, they now open the relevant HubSpot record, click into the linked Box folder, and work in the correct document.

HubSpot-driven structure and faster access

With Box and Box Connector in place, ElectraMet aligned its document structure with how they already manage work in HubSpot: Companies, Deals, and Tickets. When a company reaches the right point, HubSpot creates a company folder in Box with a standard, domain-based name. When a deal is opened or reaches a key stage, a project folder appears inside that company folder. As engineering tickets are created, Box Connector generates subfolders for each ticket and pre-loads the right calculators and templates based on the type of work and industry. "The company names are being created automatically based on the domain, so they're always accurate," Robert says. "The folder is created automatically based on the company name, and when we come into the company, that is where we find the folder. We never have to go searching for it." The impact extends to approvers and executives as well. Instead of trying to recall a folder path, they now open the relevant HubSpot record, click into the linked Box folder, and work in the correct document.

HubSpot-driven structure and faster access

With Box and Box Connector in place, ElectraMet aligned its document structure with how they already manage work in HubSpot: Companies, Deals, and Tickets. When a company reaches the right point, HubSpot creates a company folder in Box with a standard, domain-based name. When a deal is opened or reaches a key stage, a project folder appears inside that company folder. As engineering tickets are created, Box Connector generates subfolders for each ticket and pre-loads the right calculators and templates based on the type of work and industry. "The company names are being created automatically based on the domain, so they're always accurate," Robert says. "The folder is created automatically based on the company name, and when we come into the company, that is where we find the folder. We never have to go searching for it." The impact extends to approvers and executives as well. Instead of trying to recall a folder path, they now open the relevant HubSpot record, click into the linked Box folder, and work in the correct document.

Shorter document cycles, same high bar

ElectraMet's document process was always careful and multi-step by design. Engineering work and commercial agreements go through several internal checks to make sure they are right the first time. Box Connector didn't change the standard, it changed the path. Folders and templates are created automatically. Engineers and approvers work from the correct ticket folders. Sellers can see document status from within HubSpot. That combination has removed friction across every step, and Robert estimates it has cut roughly five to ten days from the lifecycle of each key document. For a complex industrial engagement involving multiple deliverables, that can add up to getting accurate information in front of customers up to 60 days faster. "For the customer, that feeling of 'these guys are on top of their stuff, they can do this quickly' — it brings that confidence," Robert says. ElectraMet also uses Box Sign alongside Box Connector for e-signatures, allowing them to always pull in current templates and route agreements through the right internal sequence. Signature status reflects back in HubSpot, so sellers can see at a glance which documents are in place for any given customer. No more asking around or checking another system. "Having your document file system visible within HubSpot, linked to objects, with multiple pin types, there's nothing like this out there," Robert says. "For our team, this connector was groundbreaking."

Shorter document cycles, same high bar

ElectraMet's document process was always careful and multi-step by design. Engineering work and commercial agreements go through several internal checks to make sure they are right the first time. Box Connector didn't change the standard, it changed the path. Folders and templates are created automatically. Engineers and approvers work from the correct ticket folders. Sellers can see document status from within HubSpot. That combination has removed friction across every step, and Robert estimates it has cut roughly five to ten days from the lifecycle of each key document. For a complex industrial engagement involving multiple deliverables, that can add up to getting accurate information in front of customers up to 60 days faster. "For the customer, that feeling of 'these guys are on top of their stuff, they can do this quickly' — it brings that confidence," Robert says. ElectraMet also uses Box Sign alongside Box Connector for e-signatures, allowing them to always pull in current templates and route agreements through the right internal sequence. Signature status reflects back in HubSpot, so sellers can see at a glance which documents are in place for any given customer. No more asking around or checking another system. "Having your document file system visible within HubSpot, linked to objects, with multiple pin types, there's nothing like this out there," Robert says. "For our team, this connector was groundbreaking."

Shorter document cycles, same high bar

ElectraMet's document process was always careful and multi-step by design. Engineering work and commercial agreements go through several internal checks to make sure they are right the first time. Box Connector didn't change the standard, it changed the path. Folders and templates are created automatically. Engineers and approvers work from the correct ticket folders. Sellers can see document status from within HubSpot. That combination has removed friction across every step, and Robert estimates it has cut roughly five to ten days from the lifecycle of each key document. For a complex industrial engagement involving multiple deliverables, that can add up to getting accurate information in front of customers up to 60 days faster. "For the customer, that feeling of 'these guys are on top of their stuff, they can do this quickly' — it brings that confidence," Robert says. ElectraMet also uses Box Sign alongside Box Connector for e-signatures, allowing them to always pull in current templates and route agreements through the right internal sequence. Signature status reflects back in HubSpot, so sellers can see at a glance which documents are in place for any given customer. No more asking around or checking another system. "Having your document file system visible within HubSpot, linked to objects, with multiple pin types, there's nothing like this out there," Robert says. "For our team, this connector was groundbreaking."