Signs Your Setup Needs Work.
- Your team tracks deals outside HubSpot. Reps use spreadsheets, notebooks, or their memory instead of the CRM because it does not match how they work.
- Your reports do not match reality. Pipeline numbers, revenue forecasts, or activity reports feel wrong, but you cannot pinpoint why.
- Deals sit in the wrong stages. Stage criteria are unclear, so deals pile up in "Negotiation" or stay in "Qualified" for months.
- Automations fire incorrectly or not at all. Workflows send wrong notifications, skip steps, or conflict with each other. Some were turned off and nobody knows why.
- You have duplicate records everywhere. The same company or contact appears multiple times with different information in each record.
- Nobody was trained. The system was built and handed over without proper onboarding. Your team learned by trial and error.
What We Typically Find.
We have audited and restructured dozens of HubSpot portals. The same issues come up across teams:
CRM structure:
- Default pipelines that were never customized for the actual sales process
- Too many pipelines or too few stages, making tracking inconsistent
- Properties created but never used, cluttering the interface
- Views not configured per role, so everyone sees the same overwhelming list
Data quality:
- Thousands of duplicate contacts and companies
- Inconsistent formatting (country names, phone numbers, lifecycle stages)
- Missing fields on records that were imported without validation
- Outdated contacts that should have been archived years ago
Automations:
- Workflows with broken logic or conflicting triggers
- Automations that were built for a process that no longer exists
- Missing automations for basic tasks like follow-up reminders and lead routing
- No documentation of what each workflow does
Reporting:
- Dashboards built on unreliable data
- Reports that track activity (calls made, emails sent) but not outcomes (deals closed, revenue generated)
- No forecasting because pipeline data is not trustworthy
- Leadership making decisions based on gut feeling instead of data
How We Approach It.
We do not start fixing things at random. Every project follows the same approach:
- Audit. We review your full HubSpot setup: CRM structure, data quality, automations, integrations, and reporting. We document every issue we find.
- Prioritize. We rank issues by impact. Some fixes unlock immediate value (like cleaning up pipeline stages). Others are important but less urgent (like archiving old records).
- Fix. We work through the prioritized list in structured sprints. Each sprint has clear deliverables your team can see and validate.
- Document. We document every change we make so your team understands the new setup and can maintain it.
The audit takes 1-2 weeks. Fixes depend on scope but most restructuring projects take 5-8 weeks.
