HubSpot implementation without secrets - proven methods that work

Implementing HubSpot is not only a step towards modernity, but more importantly an investment in the future of your company. It's a platform that integrates key areas of your business - from sales to marketing to customer service - streamlining processes and supporting your organization's growth. However, it takes the right plan and a proven approach to make a HubSpot implementation successful.

BusinessWeb is a HubSpot partner with the highest Elite Partner status, making us a trusted and experienced HubSpot partner. With close to 150 completed implementations, we help companies in a wide range of industries successfully execute digital transformation by designing solutions tailored to their individual needs.

In this article, we'll show you the step-by-step process of a HubSpot implementation - from defining your goals, to analyzing your processes, to training your team. You'll learn about the key stages of implementation, which collaboration models you can choose, and how to optimize costs to make the system a perfect fit for your business.

Defining HubSpot implementation goals

Defining your HubSpot implementation goals is the foundation that determines the success of the entire process. Clearly defined priorities help you focus on the most important functions, avoid overloading the implementation with too much scope, and greatly accelerate the achievement of visible results. Without goals, it's easy to get lost in HubSpot's vast array of functionality, which can lead to longer implementation times and delayed business results.

Analyzing the approach of companies implementing HubSpot, there are two main scenarios:

1. Companies that have not used CRM before - These are companies that have previously managed sales or marketing processes manually or with basic tools (e.g. Excel sheets).
   
   
   
2. Companies migrating from other CRM systems - These organizations usually already have a CRM solution in place, but their existing system has become insufficient, e.g. due to rapid organizational growth. They often migrate from simpler tools such as Pipedrive, looking for more integration with marketing, customer service or more advanced enterprise-class features.
   
   
   

Examples of HubSpot implementation goals

• Improve reporting - Better track sales performance, analyze processes and draw conclusions based on accurate data.
• Process automation - More effectively manage repetitive tasks such as follow-ups, lead assignment and report creation.
• Customer data management - Centralization of information that eliminates the risk of data loss, such as when an employee leaves the company.

Implementing HubSpot's step-by-step approach

HubSpot recommends implementing its system in stages. This means that you should first focus on the most important, priority goals, and only later expand the implementation with functionality or further modules. This approach allows you to achieve visible results faster and avoid being overwhelmed by the system's excess capabilities at the very beginning of the implementation.

Preparing the company and team for HubSpot implementation

A successful HubSpot implementation requires solid preparation - both at the level of processes and systems, as well as at the level of the team itself that will use it. Good preparation is a key element to simplify the implementation, avoid problems and maximize the potential of the HubSpot platform.

Preparing processes and systems under HubSpot

Processes
Many companies, despite their success in the market, do not have well-documented sales, marketing or customer service processes. Is this an obstacle before implementing HubSpot? It doesn't. An implementation partner such as BusinessWeb has experts who can help translate a company's processes into the language of the HubSpot system. Even in situations where processes are informal and each employee works a little differently, the partner can systematize operations and standardize the way of working.

A key goal of implementing HubSpot is to equip the company with data that supports the optimization of operations - such as identifying conversion problems or reasons for lost deals. With a properly configured system, the company gains the tools to effectively drive improvements.

Integrations
For companies in industries such as manufacturing, retail or distribution, integration with an ERP system is crucial. Before implementation, it is important to assess whether the ERP system has the right interface in line with modern standards (e.g. Rest API) and whether the ERP integrator has the competence to integrate the current system with HubSpot.
In most cases, it is the ERP system that is responsible for uploading data to HubSpot, which means that much of the work lies with the ERP vendor or integrator. HubSpot, with its open API, offers a wide range of integration possibilities, and implementation partners such as BusinessWeb have ready-made models that streamline cooperation with integrators.

Data migration
The next step is data migration planning. You need to determine what data you want to migrate to HubSpot - such as information from Excel sheets, transactional data, phone call history or emails. When migrating from another CRM system, it is crucial to understand what data can be exported and in what format. Analyzing the current infrastructure prior to migration is essential to ensure that the process goes smoothly.

Preparing the team and employees for HubSpot implementation

Appoint an implementation leader
A HubSpot implementation is not just a technology project, but also a change management project that involves people. A key element is to appoint an implementation leader - the person responsible for the project and HubSpot-related activities. This could be the business owner, the head of sales or a dedicated employee. The leader should coordinate the project and be responsible for developing HubSpot processes, which is critical to the success of the implementation.

Team involvement
The sales team, marketing team and other key departments of the company should be involved from the very beginning. It's a good idea to invite them to a demo of the HubSpot system so they can see how HubSpot works in practice and the benefits it can bring to their daily work.

Addressing concerns and "blockers"
In any team, there may be people who are skeptical of new solutions - so-called "blockers." Instead of ignoring their concerns, it is worth discussing them openly. Such people can point out potential limitations or risks of HubSpot implementation, allowing you to make informed decisions and eliminate problems before rollout.

The role of IT, marketing and customer service teams
For system integrations, the IT department, which is responsible for the ERP system and other tools, plays a key role. People from this team should coordinate the work of integrators and system providers. Similarly, leaders from the marketing and customer service departments should precisely define the requirements for their areas.

Personalized demos
Instead of organizing general system demos, it's a good idea to give your HubSpot implementation partner detailed information about your company's processes. A good implementation partner will conduct "Discovery" meetings that allow you to understand your organization's needs and prepare a demo tailored to your specific requirements. Showing the system in the context of real processes increases team acceptance and positive perception of the implementation.

Selecting the right HubSpot (license) plan before implementation

Selecting the right HubSpot licensing plan is a key component of a strategic approach to system implementation. Once you've defined your goals and conducted a process analysis, it's a good idea to look at the available plans to match your organization's current and future needs. HubSpot offers its solutions in three main tiers - Starter, Professional and Enterprise - which allows for flexible customization of functionality to meet a company's changing requirements.

License levels: Starter, Professional and Enterprise

Each of the "hub" HubSpot - whether it's Marketing Hub, Sales Hub, Service Hub, CMS Hub, Operations Hub, or E-commerce Hub - is available at three license levels. Here are their characteristics:

Starter

The Starter plan is a basic license level that allows you to organize sales and marketing data and introduce fundamental CRM tools.

Characteristics:

• No advanced automation features.
• Limited ability to build custom reports.
• Ideal for companies that are new to HubSpot and want to unify data in the CRM system.

Cost: Starter license is about €20 per user.

Professional

The Professional plan offers significantly enhanced functionality, including advanced tools for automating processes and creating reports.

Features:

• Ability to build any automation you want.
• Advanced reporting modules, ideal for managing sales teams.
• Enhanced analytical features and ready-to-use reports to support strategic decisions.

Cost: Professional licenses cost about €100 per user.

Enterprise

The Enterprise plan is a solution for large complex organizations that require the highest level of sophistication, security and flexibility.

Features:

• Features such as Single Sign-On (SSO), advanced user management and field change control.
• Support for multiple domains and management of large contact databases (tens of thousands).
• Extensive process management tools at the corporate level.

Cost: Enterprise licenses are about 150 euros per user.

HubSpot's flexibility and scalability.

One of HubSpot's greatest strengths is its ability to customize its licenses and features to meet a company's current needs.

Here's an example:

• You can deploy HubSpot Sales Hub at the Professional level to take advantage of advanced automation and reporting in sales,
• At the same time, deploy HubSpot Service Hub at the Starter level to start by streamlining basic customer service processes.

This approach allows you to scale the system as your business grows, making HubSpot an extremely versatile and future-proof solution.

Optimizing license costs

With a variety of license types, HubSpot enables efficient cost optimization. By selecting the right plans for each team role, the total cost of system ownership can be significantly reduced. Implementation partners such as BusinessWeb help you analyze your organization's needs and select licenses, resulting in effective budget management.

Learn more about HubSpot's license selection and purchase assistance.

License upgradeability

HubSpot is a platform designed to grow with your business. At any time, it is possible to upgrade to a higher license level - from Starter to Professional or from Professional to Enterprise - as an organization grows and its requirements become more advanced. This flexibility allows companies to meet their business goals and supports the digital transformation process.

HubSpot deployment model - on your own, with HubSpot onboarding or with a partner?

HubSpot implementation can be carried out in several ways, depending on the company's resources, expertise and specifics. Choosing the right deployment model is key to achieving success and getting the most out of the platform. Three main approaches are available: standalone implementation, onboarding offered by HubSpot, and support from an implementation partner such as BusinessWeb.

Standalone HubSpot implementation

Standalone implementation of HubSpot is possible under certain conditions and may be a suitable solution for companies with simple processes and limited budgets.

When is it a good idea to choose standalone implementation?

• Small teams and uncomplicated processes: This approach will work well for small companies that have repetitive and uncomplicated sales or marketing processes.
• Available learning resources: HubSpot offers a rich knowledge base, including the HubSpot Academy, which guides users step-by-step through the setup process. You can also take advantage of our online courses, which we have made available on the Udemy platform.

Advantages:

• Cost savings: No expenses for external support.
• Flexibility: The ability to implement the system at your own pace.

Disadvantages:

• Time-consuming: Requires spending a lot of time on learning and configuration.
• Risk of errors: Lack of experience with HubSpot parameterization can lead to incorrect configuration, resulting in reporting problems and the need to "re-implement" the system in the future.

HubSpot onboarding (directly from HubSpot)

HubSpot offers its own onboarding, which is mandatory for Professional and Enterprise licenses, unless the license was purchased through an implementation partner.

HubSpot onboarding characteristics:

• Scope: Onboarding includes basic technical setup and an introduction to system features.
• Duration: The process is time-limited and typically takes 60 to 90 days.
• Limitations: Onboarding focuses on standard functions and does not include detailed customization of the system to meet individual company needs.

Advantages:

• Quick start: Allows you to get up and running quickly with HubSpot's basic features.
• Technical support: Access to HubSpot consultants during the onboarding process.

Disadvantages:

• Insufficient coverage: Onboarding often does not include detailed business process mapping or advanced configurations.
• Time constraints: Absence from scheduled sessions can result in missed sessions.
• Lack of personalization: The process is templated and does not take into account a company's specific requirements.

BusinessWeb implementation partner support

Working with an implementation partner is the most comprehensive and recommended approach, especially for companies with more complex processes or those that want to get the most out of HubSpot.

Advantages of working with a partner:

• Expert knowledge and experience: Implementation partners such as BusinessWeb have experience from dozens of projects and deep knowledge of the HubSpot system.
• Customized approach: Partners design the system configuration, mapping sales, marketing and customer service processes, even for informal processes.
• Comprehensive implementation process: Partners carry out the implementation in three stages: analysis and design, system configuration and training. This makes the process systematic and professional.
• Knowledge transfer: Partners teach customers to manage HubSpot on their own, which minimizes post-implementation support costs.

Results

• Higher efficiency: 96% of customers who have implemented HubSpot with BusinessWeb stay with the system, indicating a high level of satisfaction.
• Customization: Partners help verify which features are actually needed, optimizing costs.

Stages of HubSpot implementation: the BusinessWeb model

The HubSpot implementation model used by BusinessWeb consists of three main stages: analysis and design, system configuration, and training. Each of these stages is designed to ensure a comprehensive and effective HubSpot implementation that is tailored to individual customer needs.

Stage 1: Analysis and design

Analysis and design is the most labor-intensive and crucial stage of implementation. The greatest amount of work is done at this stage, which lays the foundation for further activities.

Key activities:

• Process mapping: A sales and customer service process expert analyzes and systematizes the customer's processes, drawing them out in the form of workflows. This helps even companies without previously documented processes to get them in order.
• Functional consulting: A specialist advises which HubSpot functions in the available license can be used to improve sales, marketing and customer service processes.
• Configuration design: The result of this stage is a detailed HubSpot configuration project, including a list of fields, views, reports and automations.
• ERP integration: When integrating with an ERP system, fields and information are mapped for exchange between systems. An interface design consultant prepares the technical specification, which forms the basis for IT teams to properly prepare the integration.

The end result:
A complete HubSpot configuration design, including both the system itself and the interfaces, which forms the basis for further implementation activities.

Stage 2: CRM System Configuration

The second stage involves the actual configuration of the CRM system based on the approved design. This is where HubSpot is prepared to work according to the customer's requirements.

Key activities:

• System setup: Creating the necessary fields, work views, automations and reports to use the system effectively.
• Collaboration with IT team: In the case of integration with ERP or other interfaces, close cooperation is carried out with the client's IT team.
• Data migration: Data from previous systems (e.g. Excel, another CRM) is transferred to HubSpot. The migration includes not only basic information such as contacts, but also history of transactions, phone calls, emails or notes.
• Preparation of workstations: Necessary elements are connected, such as integration of mail, calendars and other applications used by users.

The end result:

The system is fully configured, the data has been migrated, and the workstations are ready to start training.

Stage 3: Employee training

Training is the final stage of HubSpot implementation, which prepares the team to use the HubSpot system effectively.

Types of training:

1. System configuration familiarization: The team learns how the system is configured for the company's processes.
2. HubSpot functions in daily operations: Employees learn how to use HubSpot features such as automations, reporting and contact management.
3. Administrative training: Key users learn how to manage the system, including creating reports, automations and other advanced features. This allows the company to become self-reliant in system development, minimizing post-implementation support costs.
4. Online support: training sessions are supported by BusinessWeb's online training platform, which enable self-study and maximize the use of available system features. In addition, each meeting is recorded and made available to the customer so that they can return to it at any time.
   
   Flexibility in training:

• It is possible to conduct pilot training for part of the team, which will then train the remaining employees. This approach reduces implementation costs.

End result:

The team is fully trained and ready to work on the HubSpot system, and the company gains autonomy in managing the system.

Why does the BusinessWeb implementation model work?

The BusinessWeb implementation model is based on a systematic and professional approach that minimizes the risk of errors and maximizes the efficiency of implementation. With three clearly defined stages, the client receives not only a working system, but also the knowledge and tools for its further development.

Key benefits:

• Comprehensive approach: From process analysis to configuration to training, each stage is carefully planned and implemented.
• Customization: The system is fully customized to a company's specific requirements.
• Customer autonomy: With administrative training, the company becomes independent in managing the system, reducing post-implementation support costs.

How long does it take to implement HubSpot?

The time it takes to implement HubSpot depends on a number of factors, such as the complexity of business processes, technical requirements and the involvement of internal teams. A well-planned implementation not only reduces the implementation time, but also achieves the intended goals in an efficient manner.

What does implementation time depend on? Learn about the main factors affecting HubSpot implementation time

Complexity of sales processes

• Companies with simple, consistent sales processes can complete an implementation faster.
• However, if an organization has a variety of processes, such as prospecting, upselling or ABM (Account-Based Marketing) campaigns, they need to be carefully mapped and more configurations need to be designed, which increases implementation time.

Advanced reporting requirements

• Companies requiring detailed reporting, such as in a recurring revenue model (MRR), need a more sophisticated reporting system. Preparing such reports increases the time required for implementation.

The need to build additional custom objects (custom objects)

• If business processes require the creation of additional objects, such as licenses or resources (e.g., IT equipment), the system must be customized to meet specific needs. This requires analysis, design and configuration, which can increase implementation time.

Scope of data migration

• A simple data migration, such as a name or phone number, is quick.
• However, if the migration involves more detailed data, such as communication history (emails, meetings, notes) or transactions, the process becomes more time-consuming and requires systematizing data from different sources.

Automation requirements

• Complex automations that involve a large portion of business processes (such as automated lead attribution or advanced workflowy) require more time to develop and implement.

ERP system integrations

• Projects that require integration with ERP systems are more time-consuming.
• Building integration interfaces often depends on third-party vendors or the client's IT department and can add 1 to 3 months to the total project time.
• Projects with integrations take an average of 4 to 6 months, while projects without integrations can be completed in up to 3 months. Assessing whether the ERP system has an interface (e.g., Rest API) and the integrator's competence is key.

Customer availability

• Regular customer availability and commitment are key to maintaining implementation momentum.
• The implementation plan usually includes weekly meetings, and timely execution of these meetings allows the project to be completed on schedule.
• The appointment of a project leader on the client side, who will be responsible for substantive oversight and coordination of activities, is critical to success.

Simpler implementations

• For less complex processes, a HubSpot implementation can be completed in a month and a half or even faster.
• By prioritizing goals and implementing the system in stages ("piece by piece"), starting with the most important functions, implementation time can be reduced and visible results can be achieved faster.

What do implementation costs depend on?

HubSpot implementation costs depend on a number of factors, and the customer has a significant influence on the final cost, especially by choosing the implementation model and scope of work. Deployment can be tailored to a company's budget, optimizing both time and cost.

The main factors affecting implementation costs

The number of processes to be implemented

• The more sales, marketing or customer service processes to be implemented, the higher the cost.
• Complexity of processes, such as ABM campaigns, prospecting or upselling, requires more work.

The size of the teams

• Costs increase with the size of the teams included in the implementation, as larger teams require additional training and setup.

Scope of data migration:

• Migration of standard information (e.g., name, phone) is less costly.

• Migration of more complex data, such as communication history (emails, notes, meetings) or transactions, requires more work and increases costs.

• Companies with more sophisticated reporting needs, such as the recurring revenue model (MRR), generate higher implementation costs.

Building additional objects (custom objects):

• Creating custom objects, such as for managing licenses or resources (assets), increases project complexity and cost.

Automation requirements:

• Complex business process automation is labor intensive, which affects the cost of implementation

Integrations with other systems:

• Projects requiring integration with systems, such as ERP, are more expensive and time-consuming.
• Building interfaces can add 1-3 months of labor to the cost, depending on the scope of the integration.

Hybrid implementation model vs. customer impact on costs

The hybrid implementation model allows the customer to take over some of the tasks that do not affect the final quality of the project, while leaving design and key configurations in the hands of the implementation partner.

Key elements of the hybrid model:

Self-performing part of the work by the customer:

• The implementation partner designs the scope of reports and automation during the analysis and design phase. Then, after administrative training, the client can implement some of the reports and automation on its own, reducing the partner's workload and lowering costs.

Pilot training:

• Pilot training can be conducted for part of the team, and the remaining employees will be trained later by the client itself. This solution further reduces costs.

Data migration:

• Instead of taking full responsibility for data migration, the partner can oversee the process while training the client in the process.

Implementation packages:

• BusinessWeb offers flexible implementation packages that allow the customer to take over some of the work, reducing the cost of HubSpot implementation.

Example cost scenarios for implementing HubSpot in a hybrid model, without license costs

Scenario 1: Simple implementation without integration

• A company with uncomplicated processes, focused on basic functions such as monitoring the performance of the sales team, can realize an implementation at a cost of 5000 to 8750 Euro.
  
  

Scenario 2: Advanced processes (MRR, assets).

• For companies with more complex processes, recurring revenue (MRR), the need for advanced reporting and license or asset management, implementation costs can range from 12500 to 25000 Euro.
  
  

Scenario 3: Implementation with integrations

Integration costs depend on the scope of responsibility:

• If the client or its integrator implements the integration and the partner only designs the interfaces, the cost ranges from 2250 to 3500 Euro.
• If the partner builds the interface from scratch, the cost is 7500 to 10,000 Euro.
• For off-the-shelf components, the cost of building solutions can drop by as much as 50%.
  
  

Summary
HubSpot CRM implementation costs are flexible and can be adjusted to a company's requirements and budget. The hybrid model allows the customer to actively participate in the implementation process, which significantly reduces costs. However, it is worth remembering that the complexity of processes, the need for advanced configuration, data migration and integrations have the greatest impact on the final price.

HubSpot post-implementation support

Choosing the HubSpot system comes with good news regarding post-implementation support. HubSpot is designed so that users have the ability to operate on their own, which minimizes the costs associated with continued maintenance and development.

Independence

HubSpot was designed with a high degree of user autonomy in mind, which is one of its biggest advantages.

Key aspects of self-reliance:

Ease of use:

• The HubSpot system is intuitive, and learning the basics of how it works as an administrator allows you to do many things yourself, such as configure automation, create reports, and manage data.

Administrative training:

• During implementation, customers receive administrative training that teaches them how to manage the system from A to Z. As a result, they become independent in operating HubSpot, minimizing the need for post-implementation care.

Knowledge transfer from the partner:

• Implementation partners, such as BusinessWeb, share knowledge and teach customers to operate HubSpot independently. This approach reduces the total cost of ownership of the system.

HubSpot technical support

Each HubSpot license includes access to technical support, which is available in various forms depending on the subscription level.

Types of HubSpot technical support:

Knowledge base and community

• All HubSpot plans provide access to a comprehensive knowledge base, user guides and a community where you can find answers to the most common questions.

Chat and email support

• Users of the Starter, Professional and Enterprise plans can take advantage of chat and email support. Responses are usually provided within one business day.

Phone support

• Available to Professional and Enterprise plan users, but only in English.

BusinessWeb post-implementation support

Working with an implementation partner such as BusinessWeb provides additional benefits that go beyond the standard support offered by HubSpot.

Benefits of BusinessWeb post-implementation support:

Access to news and masterminds

• BusinessWeb for Its customers hold regular webinars, masterminds and training sessions to help customers stay up to date with HubSpot news.

Flexible support

• BusinessWeb's support is typically provided in hourly packages, allowing them to tailor the scope of support to their clients' current needs.

Consulting and optimization

• BusinessWeb offers consultation on process optimization, automation, reporting or system integration. This allows clients to maximize the potential of HubSpot.

Learn more about HubSpot's user support at BusinessWeb.

6 Benefits of implementing HubSpot

Implementing HubSpot brings many benefits to companies, streamlining their daily operations, increasing process efficiency and enabling dynamic growth. Here are 6 key benefits of implementing HubSpot in YOUR company.

1. a modern and continuously developed system

• Continuous updates: HubSpot is a modern platform that is regularly updated and developed, with all updates included in the license price. This ensures that users always have access to the latest features.
• Organization development support: The system allows the organization to grow with the platform, ensuring ongoing adaptation to changing business needs.

2. ease of change and flexibility

• Easy configuration: HubSpot allows for easy changes, allowing the organization to quickly adapt the system.
• Flexibility: Thanks to the system's intuitiveness and self-configuration, the company gains a great deal of flexibility in process management.
• Adaptability to needs: The platform is easy to use, making it adaptable on an ongoing basis by administrators without the need for outside specialists.

3. Scalability

• Grow with your business: HubSpot is a scalable system that allows companies to start with basic versions (Starter) and then move to more advanced versions (Professional or Enterprise) as the organization grows.
• License flexibility: The ability to choose different license levels for individual modules (e.g., Marketing Hub, Sales Hub, Service Hub) allows you to customize functionality to meet your company's current needs and budget.
• License upgrading: License levels can be upgraded at any time, allowing the gradual implementation of more advanced features.

4. Streamline and measure processes

• Improved process control: HubSpot allows you to streamline and automate key processes in the areas of sales, marketing and customer service.
• Advanced reporting: The system enables accurate monitoring of sales and marketing activities, as well as identification of areas for improvement.
• Decision support data: Having HubSpot provides access to data that can be used to streamline business processes and make better strategic decisions.
• Systemization of work: HubSpot allows you to standardize processes across the company, which increases efficiency and allows you to effectively measure results.

5. one platform for the entire company

• Function integration: HubSpot brings together key functions such as marketing, sales, customer service, website management, integrations or e-commerce in one place.
• Teamwork: Integration allows all teams in a company to collaborate on a single platform, eliminating information silos and improving communication.
• Infrastructure simplicity: Having a single platform simplifies system infrastructure, makes it easier to access data and tools, and improves productivity.

6. organizational flexibility

• Self-management: Administrative training and the intuitiveness of the system allow customers to manage HubSpot on their own, which minimizes post-implementation care costs.
• Employee engagement: The system's ease of use makes employees adapt to new tools faster, which increases their engagement.
• Rapid implementation of changes: HubSpot enables an organization to respond quickly to changing market conditions and introduce new solutions into the system.

Summary: HubSpot as the key to modern business

Implementing HubSpot is more than just purchasing a system - it's a strategic decision that can revolutionize the way your company manages sales, marketing and customer service. Thanks to its scalability, flexibility and intuitiveness, HubSpot supports organizations at every stage of development, enabling efficient process management and better use of available data. It's an investment in the future that pays off in the form of streamlined operations, optimized processes, more efficient teams, better and structured quality data that allows you to make better business decisions.

Whether you're just getting started with CRM systems or looking for a more advanced solution, HubSpot, implemented with the help of an experienced partner like BusinessWeb, will give you the tools to achieve your business goals. Now is the best time to prepare your company for the challenges of today's market - HubSpot can be your key to success.