Marketing, sales and service in the same system, with the workflow and AI automation to keep it moving. Set up new, or cleaned up after five years of workarounds.

Start a conversation How engagements work

New business pipeline

Last routed 4 min ago

Enquiry12

Website formUnassigned · today

ReferralUnassigned · today

LinkedIn adUnassigned · 1 day

Qualified5

Discovery bookedOwner assigned · 2 hr

Scoped, awaiting briefOwner assigned · 1 day

Proposal3

Sent, follow-up setTask due Thu

Won2

SignedSource: organic

SignedSource: paid

Illustrative viewStages named the way your team already talks

Best forInstances that are brand new, or five years of workarounds deep

How it runsFixed scope build or cleanup, then care if you want it

First 30 daysStages agreed, data cleaned, routing live

You keepA documented instance, and reporting you can defend

/the whole instance

Every hub, and the seams between them.

Most of the value sits in the handoffs: marketing to sales, sales to service, HubSpot to whatever else you run.

MarketingHUB

Campaigns, forms and emailLifecycle stages and lead scoringAttribution to closed revenue

SalesHUB

Pipelines, deal stages, routingQuotes, sequences, tasksForecasting a board will accept

ServiceHUB

Ticket pipelines and SLAsKnowledge base and portalsCSAT, renewals, churn signals

OperationsHUB

Two-way sync with your other systemsDeduplication and property hygieneCustom-coded workflow actions

ContentHUB

Landing pages, blog, CTAsForms wired to the right lifecycleStructure search and AI can read

Automation & AIACROSS ALL

Workflows that cross hub boundariesAI drafting and summarising, human-checkedCustom tools where HubSpot stops

You will not need all of it. Part of the job is saying which parts you do.

/the honest bit

A system nobody trusts is worse than no system.

Six symptoms we see across marketing, sales and service, and what each one is really telling you.

What you seeWhat it actually is

Sales keeps its own spreadsheet

The real pipeline lives elsewhere. That is a verdict on the system they were given.

Forecasts start with an argument

“Qualified” means one thing to marketing, another to sales. Nobody wrote it down.

Good leads sit unworked

Nothing routes automatically, so an enquiry waits until someone opens the shared inbox.

Support has its own tool, and its own view of the customer

Nobody can see one account end to end, so renewals and churn risk are noticed late.

The same data is typed in twice

Work that should be automated is being done by hand, quietly, every week.

Every board number needs a caveat

Duplicates, half-filled fields, and properties nobody owns.

/what gets wired

Where a lead actually goes.

Today

shared inbox→someone looks→maybe

After

01 · captureForm, call or ad clickSource and campaign stamped on the record.

02 · scoreFit and intent checkedAgainst the definition both teams signed off.

03 · routeOwner assigned, alertedSame day, without anyone checking an inbox.

04 · reportLands in one dashboardMarketing spend to closed revenue, one view.

Not a fit → nurture, not deleted

Automated alongsideThe same instance runs the work after the sale, not just the pipeline before it.

Quote to invoice handoffOnboarding task sequencesTicket triage and SLA alertsAI call summaries into the recordAI drafted follow-ups, human sentRenewal and churn-risk flagsSync to your finance system

/what this covers

Implementation, migration from another CRM, or cleanup after someone else’s build

Lifecycle stages and pipelines that match how you genuinely sell

Scoring, routing and the handful of workflows that earn their keep

Service and support: ticket pipelines, SLAs, and one view of the account

Data hygiene and integrations: deduplication, properties, two-way sync with your other systems

Workflow and AI automation across hubs, with a human check where it matters

Dashboards and attribution built for marketing, sales and service together

/what we will not do

Point AI at your data and call it a strategy

Sell you a licence tier you do not need to hit a partner target

Build seventy workflows nobody can explain six months later

Rename your sales process to match a methodology from a webinar

Leave it undocumented so you have to keep calling us

/how it runs

Agree the definitions, then build to them.

Almost every CRM problem is a definition problem wearing a technical costume.

01Week 1

Sit with every team involvedOne definition of a qualified lead, and of a resolved ticket, written down and signed off.

02Week 2

Clean the dataBuilding on messy data just makes tidier-looking mess.

03Weeks 3–5

Build pipelines and automationStages, routing, scoring, tickets and the automations that earn their keep. Each one documented.

04Week 6

Train, then hand it overDashboards built with the people who use them. Notes your next hire can follow.

/the thing you keep

Week one produces a document, not a workflow.

Every stage, entry rule and owner written in plain language and signed off by the teams that use them. It is the reason the build survives your next hire.

Lifecycle definitions — v1.0Signed off · sales + marketing

StageEnters whenOwner

LeadAny known contact with a sourceMarketing

MQLFit criteria met and an intent action takenMarketing

SQLSales has spoken to them and confirmed need, timing and budgetSales

OpportunityScope agreed, proposal in progressSales

/what changes

What you are left holding.

Deals by stageThis quarter

ENQQUALPROPNEGWON

One source of truthThe side spreadsheet goes away, because the system matches how the team works.

Lead → first contactElapsed

CAPTURE

SCORED

ROUTED

Leads reach a person the same daySpeed to first contact stops depending on who checked the inbox.

Source → closed revenueAttributed

ORGANIC

PAID

REFERRAL

OUTBOUND

Reporting that survives a board meetingDefinitions written down, so nobody relitigates them each quarter.

Real client dashboard screenshot goes here

/common questions

Asked before every start.

Is this only sales and CRM?

No. Marketing, sales, service, support and operations run in the same instance, and most of the mess we find is in the handoffs between them.

Where does AI actually help?

Where the volume is high and the output is checkable: summarising calls into the record, drafting follow-ups, triaging tickets, flagging accounts that need a human. It does not write to your CRM unsupervised.

Does it have to be HubSpot?

It is where the deepest work happens, so usually yes. If you are on something else that fits how you sell, moving is rarely worth the disruption and we will say so.

Our data is a mess. Is that a problem?

It is the normal starting point. Cleanup is a named part of the work, not a variation quoted halfway through.

Will our team actually use it?

Only if they helped define it, which is why they are in the room in week one. A system built without the people who live in it gets worked around within a month.

What happens when you leave?

Everything is documented and training is done with your team, not to them. The point is to make us optional.

/CONTACT

Have a growth problem worth solving?

If your website, CRM or pipeline isn't pulling its weight, tell us about it. No decks, no proposals, just a useful conversation.

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One HubSpot instance, running your whole go-to-market.