The HubSpot problems we fix most

Which Dana is the real one?

What it looks like

Two or three records for the same person. Reps email the same lead twice. Reports count people more than once.

What we do

Export and back up, merge contacts and companies by rule, match contacts to the right company, then check a sample by hand.

What you have at the end

One record per person and per company, and a note of the rule so it stays that way.

I am scared to switch anything off.

What it looks like

Workflows nobody dares switch off. Properties nobody recognises. New requests wait because no one owns the portal.

What we do

Map every workflow, property, form and list. Fix or retire what is broken. Write down how it all works.

What you have at the end

A portal one person can explain in ten minutes, with a written Owner's Manual and a recorded walkthrough.

We paid for that lead and nobody called.

What it looks like

Form leads sit unassigned. Some reps get too many, some get none. Nobody is told when a lead comes in.

What we do

Rebuild routing by territory or round robin, add the task and the alert, then test it with real submissions.

What you have at the end

Every new lead has an owner and a task within a minute.

I do not know which number to take to the board.

What it looks like

Deals with no stage or amount. Close dates in the past. Each manager keeps a private spreadsheet.

What we do

Fix the deal data and the required fields first, then build the custom reports on top of it.

What you have at the end

Five or ten custom reports that match the deal board, plus HubSpot's prebuilt dashboards switched on.

Why did the renewal go up again?

What it looks like

Bounced, unsubscribed and old contacts still count as marketing contacts at renewal.

What we do

Find who can and cannot be emailed, set the rest to non-marketing, and add a rule that keeps it tidy.

What you have at the end

A lower contact count before the next renewal, and a list of exactly who was changed.

I spend Friday afternoon updating HubSpot.

What it looks like

Calls and meetings are not logged. Deal stages change only when a manager asks.

What we do

Automate the three most painful manual jobs with HubSpot workflows, and Zapier, Make or n8n where HubSpot stops.

What you have at the end

Activity, stages and next steps that fill in on their own, each with an off switch.

It was fine until we connected it.

What it looks like

A calling, texting or scheduling tool writes into HubSpot with no rules.

What we do

Read how the sync maps fields, set the matching rule, clean what it already created, then test it.

What you have at the end

A sync that updates the right record and leaves the rest alone.

We cannot afford to lose anything in the move.

What it looks like

Years of data in another shape, and a team that cannot stop selling while it moves.

What we do

Map every field, move a test batch, check it list by list, then move the rest and train the team.

What you have at the end

A new portal with clean data from day one and a team that knows how to use it.