The Client

Visionary AG / Docbox is Switzerland’s largest digital medical platform, serving as the critical link between doctors, patients, and pharmaceutical representatives. Their platform facilitates everything from emergency shift planning to e-referrals. Because they operate in a high-stakes healthcare environment, their communication infrastructure—specifically transactional emails for appointments and medical updates—is a mission-critical utility.

The Challenge

Docbox was facing the "HubSpot ceiling." While HubSpot served them well initially, the escalating licensing costs and the friction of managing a multi-language (French and German) platform across disconnected tools became unsustainable. Their migration hurdles were significant:

• Enormous Data Volume: Years of records including Contacts, Companies, and complex Deal Pipelines.

• Bilingual Complexity: Every landing page, email template, and automated workflow had to be meticulously created in both Swiss and German.

• Mission-Critical Transactional Emails: Any downtime in email triggers would mean doctors missing shifts or patients missing critical referral data.

• Technical Debt: HubSpot’s "all-in-one" promise was becoming an "all-in-one" cost burden, with essential features locked behind expensive tier upgrades.

The Solution

RevOps Automated executed a full-scale migration from HubSpot to Zoho One, providing a unified "Operating System for Business." Unlike a standard data dump, this was a total architectural rebuild.

Key deliverables included:

• Full Spectrum Migration: We moved every data point—from basic contacts to historical activity logs (calls, notes, tasks) and shared inboxes.

• Transactional Email Continuity: Using custom APIs, we ensured that Docbox’s critical system-triggered emails transitioned without a single second of downtime.

• Marketing Infrastructure Rebuild: We recreated all landing pages, newsletters, and automated lead-nurturing workflows within Zoho Marketing Automation.

• Custom Integration Hub: We synchronized meetings and calendars (Zoom, Google Meet, Teams) and consolidated their ticketing system into a shared Zoho Desk inbox.

The Impact in Numbers

The move to Zoho One wasn't just a software switch; it was a financial and operational reset.

1. Money Saved: Slashing the "HubSpot Tax"

By moving to Zoho One, Visionary AG realized an immediate and dramatic reduction in overhead. HubSpot’s pricing model often penalizes growth by charging per thousand contacts.

• Licensing Savings: We estimated a 60-70% reduction in annual software spend by consolidating multiple HubSpot "Hubs" and third-party add-ons into a single Zoho One subscription.

• Consolidation Value: By eliminating the need for separate landing page builders, email marketing tools, and ticketing software, Docbox removed "hidden" costs associated with multiple vendors.

2. Time Saved: Ending the Manual Sync

Before the migration, the team spent dozens of hours monthly trying to keep data consistent between Swiss and German segments and across different tools.

• Automated Workflows: We replaced manual data entry with automated cross-module workflows. When a doctor updates a profile in one place, it reflects across the entire ecosystem—Sales, Marketing, and Support.

• Reclaimed Efficiency: The team saved an estimated 5-10 hours per week previously spent on navigating HubSpots architecture.

3. Revenue Made & ROI: Protecting the Core

The ROI of this project is rooted in Business Continuity and Scalability.

• Zero-Loss Migration: By using custom API scripts, we ensured that not a single lead or historical note was lost. In a high-value B2B environment like healthcare, losing a single historical thread can result in lost deal renewals.

• Revenue Protection: The seamless transition of transactional emails ensured that the platform’s core value—reliable medical communication—remained intact. This protected their reputation and prevented the churn that usually follows a messy system migration.