HubSpot management & admin
Hire someone senior to manage your HubSpot
One experienced HubSpot expert who can set up a new portal, take over the everyday admin, or sort out one that has grown tangled over the years. Remote and written-first, on a rolling monthly basis with no long contract.
HubSpot Solutions Partner · see our profileOne senior operator, not an agency of juniors or an offshore VA shop. No phone calls.
Who this is for
Someone to own HubSpot, so it stops being your job
You run a business on HubSpot and you need someone to look after it, so that job stops landing on whoever has the least time to say no. A founder fighting it in the evenings, an office manager who got handed it, a small team with no one whose actual job is the CRM, or a company paying for a plan it barely uses.
You do not need to know what "CRM admin" or "RevOps" means to work with us. You just need to know your HubSpot needs someone in charge of it.
Ask for a HubSpot health check ↗Sound familiar?
Signs it is time to get HubSpot help
A few things we hear most weeks. None of it is unusual for a busy team that has been growing.
- No one actually owns it. When something needs changing, everyone looks at everyone else.
- You just bought HubSpot and the blank setup screen is doing nothing for you.
- Fields and lists have piled up, and half of them no longer mean anything.
- Workflows that used to fire have stopped, or two of them now work against each other.
- The reports do not match what you know is true, so you have gone back to a spreadsheet.
- Your team avoids logging things because it is more hassle than it is worth.
The cost shows up later, in deals that slip through and decisions made on numbers you cannot trust. More on that in rebuilding a HubSpot that stopped being trusted.
What we handle
Set it up, manage it, or clean it up
Three kinds of work, depending on where your portal is today.
Set up a new portal
- Import contacts and companies cleanly, duplicates dealt with first
- Build the pipeline and stages around how you actually sell
- Create the fields you need, strip the template ones you do not
- Connect email, calendar, forms and your website
- The first automations worth having, and a dashboard you will use
- A plain written guide for your team
Manage it month to month
- Add and change fields, workflows and stages as the business changes
- Keep the data clean: merge duplicates, catch bad imports
- Build and adjust reports when you need a new view
- Manage users, permissions and teams
- Fix workflows that broke or started overlapping
- Answer your team's HubSpot questions, in writing
Clean up an overgrown one
- Write down what every property, list and workflow is doing
- Cut duplicate and near-empty fields to the ones you use
- Sort out workflows that contradict each other
- Rebuild pipeline stages so a word means the same to everyone
- Get the numbers to reconcile, so reports match reality
We work mainly in HubSpot, and also in Salesforce and Pipedrive, so a mixed setup or a move can be planned as one job. See CRM migration or HubSpot or Salesforce for a small business.
How it works
Start with a written health check
- You give us access, or send a few screenshots and an export. We send back a written summary of what is set up well, what is costing you, and what to fix first. No call, no pitch deck.
- Pick the shape that fits: a fixed-scope project for a setup or cleanup, or a monthly management retainer where we own the admin.
- Everything runs in writing, with a recorded walkthrough when something is easier shown than typed. No standing meetings, no phone calls.
- Rolling monthly, no lock-in. Change the scope or stop with notice. You are never signing a year away to try this.
Pricing
How pricing works
We will not put a fake number on this page. What the work costs depends on the state of your portal, and we only know that after the health check. Here is how it is shaped.
One-off setup or cleanup
A fixed-scope project. We agree the price before anything starts, so there is no meter running.
Ongoing management
A monthly retainer, priced on how much work your portal actually needs each month. Scoped after the health check.
Your options
Us, an agency, a VA, or a full-time hire
Different problems, different fits. An honest read on each.
A marketing agency
Built to run campaigns, with portal support bundled into the retainer and handled by whoever is free that week. Great for marketing execution, less so if you need the HubSpot system itself owned.
An offshore VA or freelancer
The cheapest option, fine for simple, well-defined tasks. The catch is you have to know exactly what to ask for and check the work. With us, the judgment is the thing you are paying for.
A full-time hire
Makes sense once there is genuinely enough HubSpot work to fill a salary, with cover for holidays. Below that, you pay full-time money for part-time work.
Want the full senior-ownership model laid out properly? That is the fractional HubSpot expert page.
Honest fit
Who this is not for
- If you mainly need marketing campaigns planned and run week to week, an agency suits you better. We can set the system up for them to run inside.
- If you want someone on the phone or on daily video calls, we are not that. We work in writing, and it is deliberate.
- If the goal is the lowest possible hourly rate with no judgment attached, a marketplace freelancer will be cheaper.
- If you are a large enterprise that needs a full-time admin plus a services team, you have outgrown a single operator. We can still help you hire well.
Questions
HubSpot management, answered.
Can you just manage our HubSpot for us?
Yes. That is the most common thing people ask us for. You hand over the day-to-day admin on a monthly retainer, and we own it: fields, workflows, reports, user management, data cleanup, and your team's questions. You get written updates and stop being the person everything gets escalated to.
We just bought HubSpot, can you set it up?
Yes. A new portal is one of the best times to bring us in, before habits and clutter set in. We import your data cleanly, build the pipeline and properties around how you actually sell, connect your tools, set up the first useful automations and reports, and write your team a plain guide. You end up with a HubSpot that fits your business instead of a blank template.
How much does HubSpot management cost?
It depends on the state and size of your portal, so we scope it after a written health check rather than guessing on a page. A one-off setup or cleanup is a fixed-scope project agreed up front, and ongoing management is a monthly retainer priced on how much work your portal needs. It costs less than a full-time admin and more than a bargain freelancer. Ask in writing and you get a scoped quote back.
Do we need a full-time HubSpot admin?
Most small and mid-sized companies do not, at least not yet. A full-time admin only pays off once there is enough HubSpot work to fill a salary every month. Below that, a part-time arrangement gives you senior ownership for the fraction of time the work actually takes, with no hiring process and no gap when one person is on holiday.
Can you clean up our HubSpot?
Yes, and it is normal for a portal to get this way when a team has been busy growing. We start by going through what is in there and writing down what each part is doing, then cut the duplicate and unused fields, sort out workflows that fight each other, rebuild the pipeline stages, and get the numbers reconciling again.
Ask us directly
Send over your HubSpot, we will take a look
Give us access or send a few screenshots and an export. You get back a written summary: what is set up well, what is costing you, and what to fix first. No call, no pitch deck, no obligation.
You can act on it whether or not you hire us.
See our profile on Clutch ↗Ask for a HubSpot health check
Tell us where your HubSpot is now. You’ll get a written, senior read on what to fix first - and how we’d take it on.