Case Study
Case Study
Case Study
How ToolKit Services Turned Thousands of Jobs Into One Smooth Workflow With HubSpot + Box
A national installation leader automated job folders, estimates, and document workflows so one ops person no longer has to manage everything by hand.
Installation Services
Industry
5 hours/week
Time Saved
15% faster
Employee Onboarding
The Problem: Thousands of Jobs, One Manual Handoff at a Time
Robbie McNatt is the technical problem-solver at ToolKit Services, a national installation company handling fixtures, millwork, and graphics across the U.S. and Canada. Each year, the team manages several thousand jobs moving from estimate to installation. ToolKit had been a long-time Box customer, using it as the central system for job files and documentation. Tools like Smartsheet helped track work in progress, and when the company adopted HubSpot as its CRM, it brought greater structure to sales and customer management. What didn’t change, however, was the lack of a direct connection between HubSpot and Box. “We’d been long-time Box users,” Robbie explains. “But there was no way to connect it to HubSpot. Our data entry person had to do something in one place and then go spend time doing it again in HubSpot.” Each new job required careful coordination behind the scenes. Someone had to make sure the right company and deal existed in HubSpot, create a structured folder tree in Box, and then manually move those folders as the job progressed from estimating into operations. As projects closed, folders had to be archived correctly so teams could find them later. “We might bid on thousands of jobs in a year,” Robbie says. “Each one of those had a folder tree in Box that was manually put together by someone.” The process worked, but it depended heavily on one person’s time and attention. In a high-volume environment, that kind of manual coordination quietly became a constraint.
The Problem: Thousands of Jobs, One Manual Handoff at a Time
Robbie McNatt is the technical problem-solver at ToolKit Services, a national installation company handling fixtures, millwork, and graphics across the U.S. and Canada. Each year, the team manages several thousand jobs moving from estimate to installation. ToolKit had been a long-time Box customer, using it as the central system for job files and documentation. Tools like Smartsheet helped track work in progress, and when the company adopted HubSpot as its CRM, it brought greater structure to sales and customer management. What didn’t change, however, was the lack of a direct connection between HubSpot and Box. “We’d been long-time Box users,” Robbie explains. “But there was no way to connect it to HubSpot. Our data entry person had to do something in one place and then go spend time doing it again in HubSpot.” Each new job required careful coordination behind the scenes. Someone had to make sure the right company and deal existed in HubSpot, create a structured folder tree in Box, and then manually move those folders as the job progressed from estimating into operations. As projects closed, folders had to be archived correctly so teams could find them later. “We might bid on thousands of jobs in a year,” Robbie says. “Each one of those had a folder tree in Box that was manually put together by someone.” The process worked, but it depended heavily on one person’s time and attention. In a high-volume environment, that kind of manual coordination quietly became a constraint.
The Problem: Thousands of Jobs, One Manual Handoff at a Time
Robbie McNatt is the technical problem-solver at ToolKit Services, a national installation company handling fixtures, millwork, and graphics across the U.S. and Canada. Each year, the team manages several thousand jobs moving from estimate to installation. ToolKit had been a long-time Box customer, using it as the central system for job files and documentation. Tools like Smartsheet helped track work in progress, and when the company adopted HubSpot as its CRM, it brought greater structure to sales and customer management. What didn’t change, however, was the lack of a direct connection between HubSpot and Box. “We’d been long-time Box users,” Robbie explains. “But there was no way to connect it to HubSpot. Our data entry person had to do something in one place and then go spend time doing it again in HubSpot.” Each new job required careful coordination behind the scenes. Someone had to make sure the right company and deal existed in HubSpot, create a structured folder tree in Box, and then manually move those folders as the job progressed from estimating into operations. As projects closed, folders had to be archived correctly so teams could find them later. “We might bid on thousands of jobs in a year,” Robbie says. “Each one of those had a folder tree in Box that was manually put together by someone.” The process worked, but it depended heavily on one person’s time and attention. In a high-volume environment, that kind of manual coordination quietly became a constraint.
"We’d been long-time Box users but there was no way to connect it to HubSpot. Our data entry person had to do something in one place and then go spend time doing it again in HubSpot.”
- Robbie McNatt, ToolKit Services
The Decision: “This Is Amazing. It Just Flows.”
About a year after adopting HubSpot, Robbie began exploring the HubSpot App Marketplace to see what else could help the team work more efficiently. That’s when he came across SparkGrid’s Box Connector. “I was just searching in the marketplace for different integrations,” he says. “Box Connector came up, we hit the trial, and I saw the functionality.” Seeing the integration in action was the turning point. “I watched Chris [SparkGrid's CEO] put on a webinar,” Robbie recalls. “Just seeing it live—where you change one thing and Box adds folders, moves folders, sends requests for signatures—I was like, wow, this is amazing.” What stood out was how naturally Box Connector fit into the way ToolKit already worked. Box remained the system of record for files. HubSpot defined the lifecycle of a job. Box Connector quietly handled the coordination between the two. With help from SparkGrid’s team, Robbie started by automating the core workflow every job follows, from initial estimate through completed installation. “SparkGrid helped me originally set up some of the workflows,” he says. “Once we had that first one built, I was able to copy and paste the pattern for everything else. Box Connector does a lot, but once you see it once, it clicks.” Today, when a deal reaches the right stage in HubSpot, Box Connector automatically creates the correct folder structure in Box, applies consistent naming, and moves folders as work transitions from sales into operations and eventually into archive. “The only thing our data entry person has to do now is drag and drop the actual files,” Robbie explains. “Once it’s in, it just flows. It’s all based on triggered workflows in HubSpot, and it’s been extremely smooth.”
The Decision: “This Is Amazing. It Just Flows.”
About a year after adopting HubSpot, Robbie began exploring the HubSpot App Marketplace to see what else could help the team work more efficiently. That’s when he came across SparkGrid’s Box Connector. “I was just searching in the marketplace for different integrations,” he says. “Box Connector came up, we hit the trial, and I saw the functionality.” Seeing the integration in action was the turning point. “I watched Chris [SparkGrid's CEO] put on a webinar,” Robbie recalls. “Just seeing it live—where you change one thing and Box adds folders, moves folders, sends requests for signatures—I was like, wow, this is amazing.” What stood out was how naturally Box Connector fit into the way ToolKit already worked. Box remained the system of record for files. HubSpot defined the lifecycle of a job. Box Connector quietly handled the coordination between the two. With help from SparkGrid’s team, Robbie started by automating the core workflow every job follows, from initial estimate through completed installation. “SparkGrid helped me originally set up some of the workflows,” he says. “Once we had that first one built, I was able to copy and paste the pattern for everything else. Box Connector does a lot, but once you see it once, it clicks.” Today, when a deal reaches the right stage in HubSpot, Box Connector automatically creates the correct folder structure in Box, applies consistent naming, and moves folders as work transitions from sales into operations and eventually into archive. “The only thing our data entry person has to do now is drag and drop the actual files,” Robbie explains. “Once it’s in, it just flows. It’s all based on triggered workflows in HubSpot, and it’s been extremely smooth.”
The Decision: “This Is Amazing. It Just Flows.”
About a year after adopting HubSpot, Robbie began exploring the HubSpot App Marketplace to see what else could help the team work more efficiently. That’s when he came across SparkGrid’s Box Connector. “I was just searching in the marketplace for different integrations,” he says. “Box Connector came up, we hit the trial, and I saw the functionality.” Seeing the integration in action was the turning point. “I watched Chris [SparkGrid's CEO] put on a webinar,” Robbie recalls. “Just seeing it live—where you change one thing and Box adds folders, moves folders, sends requests for signatures—I was like, wow, this is amazing.” What stood out was how naturally Box Connector fit into the way ToolKit already worked. Box remained the system of record for files. HubSpot defined the lifecycle of a job. Box Connector quietly handled the coordination between the two. With help from SparkGrid’s team, Robbie started by automating the core workflow every job follows, from initial estimate through completed installation. “SparkGrid helped me originally set up some of the workflows,” he says. “Once we had that first one built, I was able to copy and paste the pattern for everything else. Box Connector does a lot, but once you see it once, it clicks.” Today, when a deal reaches the right stage in HubSpot, Box Connector automatically creates the correct folder structure in Box, applies consistent naming, and moves folders as work transitions from sales into operations and eventually into archive. “The only thing our data entry person has to do now is drag and drop the actual files,” Robbie explains. “Once it’s in, it just flows. It’s all based on triggered workflows in HubSpot, and it’s been extremely smooth.”
After: More Jobs, Same Team
Automating folder creation and movement alone saves ToolKit an estimated four to five hours each week that had previously been spent on repetitive file management. “Our data entry person was creating folders and moving them around all week,” Robbie says. “Now that’s completely automated.” Because ToolKit has nearly a decade of historical data stored in Box, the benefits extend beyond time savings. Deep folder trees and long job histories used to make finding the right file difficult, especially for new hires learning how everything was organized. Now, estimators and salespeople open a deal in HubSpot and see all the Box folders associated with that job directly on the record. “There’s definitely time saved on the search side,” Robbie notes. “When you go to a deal or a client in HubSpot, you see all their jobs and all the folders that are associated with that deal. It saves time, and it makes training new hires a lot easier because everything’s right there.” Across the estimating process, Robbie estimates the team saves 10 to 15 minutes per deal when you factor in automatic folder setup, pre-loaded templates, and not having to track down files or clarify where documents live. With 40 to 50 proposals going out each week, those minutes add up quickly. “It has enabled us to estimate more jobs with the same amount of people,” Robbie says. “Our estimators have been able to be more efficient and get more proposals out because the information is all at their fingertips.” As demand increased, ToolKit had begun considering whether they would need to add another estimator simply to keep up. “We were potentially getting ready to add a new estimator as this was starting,” Robbie explains. “We’ll still need to hire as the business grows, but Box Connector pushed that need out. It helped us finish the year with the people we originally budgeted.”
After: More Jobs, Same Team
Automating folder creation and movement alone saves ToolKit an estimated four to five hours each week that had previously been spent on repetitive file management. “Our data entry person was creating folders and moving them around all week,” Robbie says. “Now that’s completely automated.” Because ToolKit has nearly a decade of historical data stored in Box, the benefits extend beyond time savings. Deep folder trees and long job histories used to make finding the right file difficult, especially for new hires learning how everything was organized. Now, estimators and salespeople open a deal in HubSpot and see all the Box folders associated with that job directly on the record. “There’s definitely time saved on the search side,” Robbie notes. “When you go to a deal or a client in HubSpot, you see all their jobs and all the folders that are associated with that deal. It saves time, and it makes training new hires a lot easier because everything’s right there.” Across the estimating process, Robbie estimates the team saves 10 to 15 minutes per deal when you factor in automatic folder setup, pre-loaded templates, and not having to track down files or clarify where documents live. With 40 to 50 proposals going out each week, those minutes add up quickly. “It has enabled us to estimate more jobs with the same amount of people,” Robbie says. “Our estimators have been able to be more efficient and get more proposals out because the information is all at their fingertips.” As demand increased, ToolKit had begun considering whether they would need to add another estimator simply to keep up. “We were potentially getting ready to add a new estimator as this was starting,” Robbie explains. “We’ll still need to hire as the business grows, but Box Connector pushed that need out. It helped us finish the year with the people we originally budgeted.”
After: More Jobs, Same Team
Automating folder creation and movement alone saves ToolKit an estimated four to five hours each week that had previously been spent on repetitive file management. “Our data entry person was creating folders and moving them around all week,” Robbie says. “Now that’s completely automated.” Because ToolKit has nearly a decade of historical data stored in Box, the benefits extend beyond time savings. Deep folder trees and long job histories used to make finding the right file difficult, especially for new hires learning how everything was organized. Now, estimators and salespeople open a deal in HubSpot and see all the Box folders associated with that job directly on the record. “There’s definitely time saved on the search side,” Robbie notes. “When you go to a deal or a client in HubSpot, you see all their jobs and all the folders that are associated with that deal. It saves time, and it makes training new hires a lot easier because everything’s right there.” Across the estimating process, Robbie estimates the team saves 10 to 15 minutes per deal when you factor in automatic folder setup, pre-loaded templates, and not having to track down files or clarify where documents live. With 40 to 50 proposals going out each week, those minutes add up quickly. “It has enabled us to estimate more jobs with the same amount of people,” Robbie says. “Our estimators have been able to be more efficient and get more proposals out because the information is all at their fingertips.” As demand increased, ToolKit had begun considering whether they would need to add another estimator simply to keep up. “We were potentially getting ready to add a new estimator as this was starting,” Robbie explains. “We’ll still need to hire as the business grows, but Box Connector pushed that need out. It helped us finish the year with the people we originally budgeted.”
“Our estimators have been able to be more efficient and get more proposals out because the information is all at their fingertips. It helped us finish the year with the people we originally budgeted.”
- Robbie McNatt, ToolKit Services
A Single Pane of Glass for Jobs, Files, and Communication
Robbie is responsible for connecting ToolKit’s systems. What he values most about Box Connector is how it simplifies work for everyone else. “I like being able to see all the files associated with a deal in one spot,” he says. “If it’s a spreadsheet, I can click ‘take me to Box’ and it goes straight to that document. I don’t have to sit there and search around for it.” Because communications and files are visible together inside HubSpot, teams don’t have to rely on institutional knowledge or track down someone who’s out of the office to understand the status of a job. “In HubSpot, you see all the communications that have to do with that deal,” Robbie explains. “Right next to that, you see all the files in Box Connector. You don’t have to click around between different systems. It’s just there next to each other.” Training has become simpler as well. “We don’t have to teach new hires the entire Box tree anymore,” he says. “They still understand the basics, but most of what they need is inside HubSpot through Box Connector. That’s shortened training by around 15 percent.” Today, ToolKit relies on Box Connector to handle folder creation, movement between sales and operations, template reuse, and quick access to historical estimates when similar jobs come up again. The result is a quieter kind of efficiency: more estimates completed, fewer errors, and less manual coordination, without hiring ahead of demand or changing how teams prefer to work.
A Single Pane of Glass for Jobs, Files, and Communication
Robbie is responsible for connecting ToolKit’s systems. What he values most about Box Connector is how it simplifies work for everyone else. “I like being able to see all the files associated with a deal in one spot,” he says. “If it’s a spreadsheet, I can click ‘take me to Box’ and it goes straight to that document. I don’t have to sit there and search around for it.” Because communications and files are visible together inside HubSpot, teams don’t have to rely on institutional knowledge or track down someone who’s out of the office to understand the status of a job. “In HubSpot, you see all the communications that have to do with that deal,” Robbie explains. “Right next to that, you see all the files in Box Connector. You don’t have to click around between different systems. It’s just there next to each other.” Training has become simpler as well. “We don’t have to teach new hires the entire Box tree anymore,” he says. “They still understand the basics, but most of what they need is inside HubSpot through Box Connector. That’s shortened training by around 15 percent.” Today, ToolKit relies on Box Connector to handle folder creation, movement between sales and operations, template reuse, and quick access to historical estimates when similar jobs come up again. The result is a quieter kind of efficiency: more estimates completed, fewer errors, and less manual coordination, without hiring ahead of demand or changing how teams prefer to work.
A Single Pane of Glass for Jobs, Files, and Communication
Robbie is responsible for connecting ToolKit’s systems. What he values most about Box Connector is how it simplifies work for everyone else. “I like being able to see all the files associated with a deal in one spot,” he says. “If it’s a spreadsheet, I can click ‘take me to Box’ and it goes straight to that document. I don’t have to sit there and search around for it.” Because communications and files are visible together inside HubSpot, teams don’t have to rely on institutional knowledge or track down someone who’s out of the office to understand the status of a job. “In HubSpot, you see all the communications that have to do with that deal,” Robbie explains. “Right next to that, you see all the files in Box Connector. You don’t have to click around between different systems. It’s just there next to each other.” Training has become simpler as well. “We don’t have to teach new hires the entire Box tree anymore,” he says. “They still understand the basics, but most of what they need is inside HubSpot through Box Connector. That’s shortened training by around 15 percent.” Today, ToolKit relies on Box Connector to handle folder creation, movement between sales and operations, template reuse, and quick access to historical estimates when similar jobs come up again. The result is a quieter kind of efficiency: more estimates completed, fewer errors, and less manual coordination, without hiring ahead of demand or changing how teams prefer to work.
"We don’t have to teach new hires the entire Box tree anymore. They still understand the basics, but most of what they need is inside HubSpot through Box Connector. That’s shortened training by around 15 percent.”
-Robbie McNatt, ToolKit Services
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Stop wasting hours on manual file work in HubSpot
Save hours every week, onboard clients faster, stay compliant.
Support
Contact Us
©2025 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Stop wasting hours on manual file work in HubSpot
Save hours every week, onboard clients faster, stay compliant.
Support
Contact Us
©2025 SparkGrid Software Terms of Use | Privacy Policy | Trust Center