Yes Communities moved its home-sales deals from SharePoint into HubSpot

The Customer

Yes Communities sells homes in its residential communities. Financed sales go through one of two lenders, Triad or 21st, and each lender sends a file of loan updates that has to reach the right deal.

Before this project, the sales team tracked its deals in SharePoint. The lender files and the loan paperwork sat outside the deal record.

The Challenge

Yes Communities wanted its deal pipeline in HubSpot Sales Hub, with four conditions attached.

Every deal had to be tied to the community it belonged to, so that reporting and routing could run by community. Lender files from Triad and 21st had to update deal records on their own, following Yes’s business rules. The documents behind each loan had to live with the deal and be retrievable by anyone with the record open. And sales with no lender file, cash sales and manual entries, needed a way into the system too.

And the deal history had to come across from SharePoint.

The Solution

We moved the SharePoint deal records into HubSpot over a single weekend, July 9 to 12, 2021, with deal owner and home office sales rep routing applied as the records landed.

To tie deals to communities we used a Property Master List custom object, one record per community. Each deal is associated to its community record by the BUN code both carry, the same way a contact is associated to a deal, so a rep can filter deals by community and open the community from the deal.

Lender file processing updates deal records from each Triad and 21st file. We mapped the lender’s loan number to a Lender Loan Number field on the deal and wrote Yes’s rules into the processing. One example came from the Triad file. When a sale’s type is CORE or Cash 3rd Party, the file leaves the deal’s community name and BUN as they are, so a core or third-party cash sale keeps its community. Each processed file produces a success or failure alert in Slack and by email to the Yes IT team.

For sales with no lender file, we built a Cash and Manual Upload template so new records can be loaded without one.

The document vault is a CRM extension card on the deal record, backed by an Amazon S3 app set up for Yes alone. From the card a user can list the files on a deal, open a PDF in the browser, download, upload, replace or delete a file, and sort or filter the list. Every upload carries required metadata: a category, a sub-category driven by that category, a description of up to 300 characters, the file name and the upload date. File names must be unique at upload. The category tree follows the lending process, from application documents through lender decisions, closing conditions, document requests, executed closing documents and funding conditions to funded and booked, with eight top-level categories and 25 sub-categories.

We stood up a HubSpot sandbox with its own copy of the integration workflow, so changes to the lender logic could be tested there and promoted to production afterward. Integration documentation was written as the build went, and the account was transferred to Lynton’s support team in November 2021.

What They Got

The sales team now runs its pipeline in one place. A deal in HubSpot shows its community, its lender loan number, its owner and every document attached to the loan, and the lender files keep those records current without anyone keying in updates.

Cash and manual sales enter through the same template, so the pipeline holds financed and cash sales alike. Alerts tell the IT team when a file has processed and when it hasn’t, and the sandbox means a rule change can be tried before it touches live deals.

Wrapping Up

The standard on this job was that the client’s business rules move with the data. A deal pipeline that lives in SharePoint and lender files can run inside a CRM, provided the integration carries the rules and the paperwork along with the records.

Lynton now builds AI-native websites on open infrastructure; see our current work at /case-studies.