Case Study RVDB: Connecting HubSpot and OTYS with a Smart Integration

About RVDB

For more than 30 years, RVDB has been helping organizations tackle a wide range of HR challenges. Its services include interim HR professionals, secondment, consultancy, and training through its own School of HX. Today, RVDB operates from offices in Amsterdam, Eindhoven, and Rotterdam.

"For a long time, new business came to us naturally," says Katja. "Because of that, we never really needed a CRM system or dedicated sales tooling. But the market is changing, and so is the way you manage relationships and follow up on opportunities."

That shift led RVDB to introduce HubSpot alongside its existing Applicant Tracking System (ATS), OTYS.

The challenge: two systems, twice the work

While HubSpot became the central platform for CRM and relationship management, OTYS remained the system for vacancies, placements, and administrative processes. It didn't take long for a practical challenge to emerge: employees had to manually transfer information between the two systems.

Katja explains:

"During the transition period, consultants entered information into HubSpot, and someone else had to manually copy it into OTYS. It simply wasn't an efficient way of working."

This resulted in:

• Duplicate administrative work
• Additional manual tasks
• A higher risk of errors
• Lost time managing vacancies, placements, and contract extensions
• Constant switching between systems

With an average of 50 to 60 vacancies every month, those inefficiencies quickly added up.

"It may only have been a few minutes per vacancy, but once you multiply that across all vacancies, placements, and extensions, you're talking about a significant amount of time," says Katja.

As teams became leaner, improving efficiency became more important than ever.

The solution: an integration built around the way they work

RVDB was introduced to Harmonizer through HubSpot. Their objective was straightforward: create an automated integration between HubSpot and OTYS that eliminates duplicate administrative work.

Today, the integration automatically:

• Creates vacancies in OTYS based on deals in HubSpot
• Transfers placements and contract extensions between both systems
• Synchronizes relevant customer information
• Preserves historical data
• Eliminates the need for consultants to enter the same information twice

According to Katja, however, the biggest strength wasn't just the technology.

"We have quite a few exceptions and different workflows. Every service line operates slightly differently and relies on different fields. Harmonizer never saw that as a problem—they were always willing to think along with us and find the right solution."

That flexibility proved invaluable during implementation. Some of the biggest challenges weren't technical, but stemmed from the different ways HubSpot and OTYS handle data.

Katja explains:

"For example, when a contact person moves to another company, you need to decide how that information should be represented in both systems. Those are the kinds of challenges we solved together."

Fast communication and close collaboration

Throughout the implementation, RVDB worked closely with Harmonizer. For Katja, the way the teams collaborated stood out just as much as the technical solution itself.

"We communicated directly through Microsoft Teams and could always move quickly. It made the collaboration feel personal and genuinely collaborative."

RVDB particularly appreciated:

• Fast response times
• Clear, accessible communication
• An easily reachable team
• A willingness to tailor solutions to specific business needs
• The speed with which support requests were handled

The result: greater control and peace of mind

Today, the integration gives RVDB something just as valuable as efficiency: peace of mind.

Employees no longer have to worry about duplicate administration and can focus on the work that really matters. At the same time, the integration has supported a broader organizational shift.

Where consultants previously focused mainly on client relationships while assistants handled the administration, consultants now work much more actively in HubSpot themselves.

"It took some getting used to because it requires consultants to be more disciplined with administration. But in the end, it leads to much better processes," says Katja.

The integration now helps RVDB by providing:

• Less manual work
• Fewer errors
• Better structure across CRM and sales
• Greater efficiency with a leaner team
• A smoother transition to HubSpot as the central platform

A partnership RVDB would recommend

For Katja, recommending Harmonizer is an easy decision.

"Our processes aren't standard, but that never felt like an issue. What really made the difference for us was how quickly they responded and how personal the collaboration felt."