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HubSpot Audit and Optimisation

Find out whether it’s HubSpot, or how you run on it.

Most HubSpot audits check your settings. Ours checks your settings and the way your business runs on them, then tells you which one is causing each problem. Two weeks, fixed price, from £3,250. The report is yours whether or not you work with us.

Book the Tool-or-Process Diagnostic See what the audit covers

When every fix breaks two more things, the settings aren’t the whole problem.

Dashboards that disagree. A team back in spreadsheets. Workflows that fire when they shouldn’t and stay quiet when they should. So someone adds another property, another workflow or another report to work around it, and the portal gets harder to trust each quarter.

The usual answer is a configuration audit: a list of duplicate properties, unused workflows and broken reports. That list is useful, but it only covers half the cause. If nobody ever agreed the handoff from sales to finance, or two teams define a “customer” differently, cleaning up the settings puts the same problem back on a tidier portal.

  1. 01

    Numbers nobody trusts.

    Three dashboards, three answers, and a spreadsheet everyone checks before the forecast call.

  2. 02

    Adoption that only looks real.

    Reps log in, then run their actual pipeline somewhere else.

  3. 03

    Fixes that don’t last.

    Each workaround adds a property or a workflow, and the next problem arrives sooner.

  4. 04

    No diagnosis.

    Nobody can say whether the fault is HubSpot or the process it was built on, so every fix is a guess.

Find the cause of every problem before you fix any of them.

The Tool-or-Process Diagnostic answers the question a standard audit doesn’t ask. Every finding is classified as one of three things:

Tool.

HubSpot is set up wrong: duplicate properties, broken workflows, reports built on the wrong fields. The process behind it is sound. Fixed in the portal.

Process.

The way work moves between people is unclear or broken, and HubSpot is automating it exactly as built. Fixed on paper first, then in the portal.

Both.

The setup is wrong because the process was, so fixing the portal alone won’t hold. The process is redesigned and agreed first, then HubSpot is rebuilt to match.

That classification decides where your budget goes. Configuration fixes are quick and cheap. Process fixes take longer, but they stop the same problem coming back. Knowing which is which is why the work after the audit holds.

How it compares

Standard portal audit

A standard portal audit reviews your configuration, lists the issues and prices the fixes separately.

Tool-or-Process Diagnostic

The Tool-or-Process Diagnostic reviews your configuration and the process behind it, classifies every issue by cause, maps the route from foundation to customer, and ends with a fixed quote for the first phase. The fee is credited against that work if you go ahead.

What the audit covers

Technical review.

Pipelines, properties, workflows, lists, reports, permissions and data quality, across every hub you use.

Process interviews.

Four to six people across the teams involved, mapping how work moves today.

Record tracing.

We follow real deals, tickets and customers through the system to see where they stall, duplicate or drop out.

Reporting check.

Which dashboards can be believed, which can’t, and what each one is built on.

Integration review.

Every connected tool, which system owns which data, and where syncs fail without anyone being told.

A report you own, and a fixed quote for the fix.

  • An issue register, with every item marked tool, process or both, and scored for impact
  • A map of how your process runs today
  • An outline of how it should run
  • A phased roadmap, from fixing the foundation to the customer-facing build
  • A fixed quote for phase 1

Plus one section for where you’re starting from:

Fixing

A data-trust scorecard showing which reports can be believed today, and why.

Extending

A cross-team handoff map showing how the next team joins HubSpot without becoming an island.

Migrating

A migration scope covering what moves, what is retired and what is redesigned, with an integration inventory and an outline cutover plan.

The report is yours. If you want to take it to another partner, you can.

Ten working days, start to finish.

  1. Before day 1

    Scoping call

    A free 30-minute scoping call to set the tier, grant portal access and book interviews.

  2. Days 1 to 2

    Technical review

    Pipelines, properties, workflows, integrations and data quality. For migrations, the CRM you’re leaving gets the same review.

  3. Days 3 to 5

    Process interviews

    Four to six people across the teams involved, and real records followed through the system.

  4. Days 6 to 7

    The tool-or-process call

    Every issue classified as configuration, process or both, and scored for impact.

  5. Days 8 to 9

    Future state and roadmap

    How the process should run, a phased plan and a fixed quote for phase 1.

  6. Day 10

    Presentation

    With you and your sponsor, usually the COO.

Fixed price. Fixed end date.

Focused

£3,250

One or two hubs, one or two teams, few integrations.

Full

£5,200

Three or more hubs or several teams, with multiple integrations.

Migration

£7,150

Full scope, plus an audit of the CRM you’re leaving and a migration plan.

All prices exclude VAT. Half on booking, half at the presentation. The full fee is credited against a phase 1 of £10,000 or more signed within 30 days of the presentation, and half the fee against a smaller phase 1.

Book the Tool-or-Process Diagnostic
After the audit: optimisation

Fix the foundation, then keep building outward.

The diagnostic ends with a fixed quote for phase 1. What that phase covers depends on what we found:

1

Configuration fixes.

Duplicate properties merged, dead workflows retired, reports rebuilt on data that can be trusted, and permissions tidied.

2

Process redesign.

Handoffs, stages and definitions agreed on paper with the teams involved, then HubSpot rebuilt to serve them.

3

Data clean-up.

Duplicates merged, associations repaired, and required fields and validation set so the mess doesn’t come back.

4

Adoption.

Training on your own data, and views built around how each team works, so the spreadsheets can go.

Once the foundation holds, optimisation moves outward: connecting finance and ERP, bringing the next team on, a customer portal on the same record, and AI agents once the data is clean enough for them to act on.

[Describe your ongoing optimisation or retainer option here.]

Where are you starting from?

1 Fix

“Our HubSpot is broken.”

Dashboards nobody trusts, a team back in spreadsheets, a mess you inherited. The diagnostic shows whether it’s the tool or the process, so the rebuild holds this time.

Fix my HubSpot
2 Extend

“HubSpot works for one team. We need it everywhere.”

Before you add the next hub, the diagnostic maps how your teams hand off today, so the next team doesn’t arrive as an island.

Extend my HubSpot
3 Migrate

“We’re moving to HubSpot.”

Is the reason you’re leaving your old CRM the tool, or how the business runs on it? The migration tier answers that before anything moves.

Plan my migration

What the diagnostic found

Two portals, two different answers. One needed its process redesigned, the other only needed a clean-up.

[Client A], a [150]-person SaaS company.

Rebuilt twice, fixed once.

[Client A]’s portal had been rebuilt twice by previous partners and still broke every quarter. The diagnostic classified [70]% of the issues as process, most of them traced to a sales-to-finance handoff nobody owned. We redesigned the handoff before changing a single setting, then rebuilt the pipeline around it.

Result

[X] dashboards retired, one forecast instead of three, and still holding [X] months later.

“[It was the first audit that told us something we didn’t already know.]”

[Name], Head of RevOps, [Client A]

[Client B], a [60]-person professional services firm.

A clean-up, not a rebuild.

[Client B] expected to start again. The diagnostic found most of the problems were configuration: [X] duplicate properties, [X] inactive workflows and reports built on the wrong fields. Phase 1 fixed them in [three] weeks without a rebuild.

Result

[X]% of the team back working in HubSpot, and a [£X]k rebuild they didn’t need to buy.

“[They could have sold us a rebuild. They told us we didn’t need one.]”

[Name], COO, [Client B]

FAQ

What’s the difference between a HubSpot audit and the Tool-or-Process Diagnostic?

A standard audit reviews your configuration. The diagnostic does that too, then interviews your teams and traces real records to decide whether each problem is the tool, the process or both. That decides what to fix first and what will hold.

How long does it take?

Ten working days from the start of the technical review to the presentation, in every tier. The scoping call happens before that.

How much does it cost?

£3,250 for Focused, £5,200 for Full and £7,150 for Migration, excluding VAT. The fee is credited against a phase 1 of £10,000 or more signed within 30 days, and half the fee against a smaller one.

Do we have to use you for the fixes?

No. The report is yours, and you can take it to another partner or fix things in-house. The credit only applies if you go ahead with us within 30 days.

What do you need from us?

Portal access [confirm access level], four to six people for about an hour each, and your sponsor at the presentation. For migrations, access to the CRM you’re leaving as well.

Will you change anything in our portal during the audit?

No. The diagnostic is review only. [Confirm.] Changes start in phase 1, once you’ve signed off what they are.

What if the problems are just configuration?

Then the report says so, and phase 1 is a configuration clean-up, which is usually smaller and faster. We only recommend process work where the diagnostic finds a process cause.

We had an audit before and nothing changed. Why would this be different?

Most audits end with a list of settings to fix. If the cause was the process, fixing the settings doesn’t last. The diagnostic separates the two and ends with a fixed quote for the work, so the findings turn into a plan you can approve.

Can you audit a portal another partner built?

Yes. Many of our projects start there, and you don’t need the original partner involved.

Do you offer ongoing optimisation?

[Describe your support, retainer or optimisation sprint option here.]

How do you handle our data?

[Confirm against your data-handling practice: access levels, where notes and exports are stored, and how access is removed after the presentation.]

See the whole job before you sign for it.

The Tool-or-Process Diagnostic. Two weeks, fixed price, from £3,250. Credited against your build if you go ahead within 30 days. The report is yours either way.

Book the Tool-or-Process Diagnostic