HubSpot
Proposal
Three scoped options for how HubSpot could work alongside, or in place of, Custom Labels’ current setup. Each is designed to respect the complexity of your business rather than force it into a shape it does not fit.
What we heard, and how we’ve responded.
Dear Adam and Mike,
Thank you for the time over the last few weeks, both in walking us through LabelTraxx and in reviewing HubSpot in detail with us. Based on those sessions, we have put together three options for how HubSpot could work alongside, or in place of, your current setup. Each is scoped as a standalone approach so you can compare them on their own terms.
A quick recap of what we heard from you: an average ticket size of £400 to £500 (up to £20,000 for larger jobs), 20 or more deals a day, a product base spanning thousands of customer specific labels, and a strong reliance on LabelTraxx for quoting, production, job ticketing and quality control. Any of the options below is designed to respect that complexity rather than force it into a shape it does not fit.
HubSpot alongside LabelTraxx, with manual export and import
LabelTraxx continues to run production, pricing and job ticketing exactly as it does today. HubSpot is introduced as your CRM layer for leads, deals and customer reporting, with data moved across periodically using export and import routines rather than a live connection.
Scope includes
- Discovery and data mapping workshop to confirm which company, contact and deal fields move across
- HubSpot configuration: lead and deal pipelines, custom properties for product and customer detail, and a product library structured around your customer specific specifications
- Design of a repeatable export and import process, including de-duplication rules to avoid double entries
- KPI dashboards covering quotes, deals and customer activity
- Training and go-live support
This is the lowest cost and lowest disruption route in. The trade-off is that data will only ever be as current as your last import, and at your daily deal volume there is a real risk of duplicate or out of date records if the import routine is not run consistently.
Delivered across the following milestones
- 01Discovery and data mapping
- 02Platform configuration and build
- 03Export and import process design
- 04Reporting and dashboards
- 05Training, testing and go-live support
HubSpot connected to LabelTraxx via custom API integration
LabelTraxx remains your system of record for pricing, production and quality control, but a custom built integration keeps company, contact, deal and product data flowing between LabelTraxx and HubSpot automatically. HubSpot becomes your live CRM and quoting front end, without the manual re-keying of Option 1.
Scope includes
- Discovery and data mapping workshop, including agreement on LabelTraxx's bespoke fields (materials, cutters, stock, dimensions) and how they map to HubSpot properties
- HubSpot configuration: lead and deal pipelines, product library, quoting with tiered pricing and e-signature
- Design and build of a custom API integration between LabelTraxx and HubSpot for real time, two way data sync
- Integration testing and quality assurance
- KPI dashboards covering sales, quotes and synced production data
- Training, documentation and go-live support with a hypercare period
This removes the manual effort and duplication risk of Option 1 and gives you a live, accurate picture in both systems. It carries more upfront build cost and a longer delivery window, reflecting the integration work involved.
Delivered across the following milestones
- 01Discovery and data mapping
- 02Platform configuration and build
- 03Custom API integration build
- 04Reporting and dashboards
- 05Testing, training and go-live support
Full migration to HubSpot
LabelTraxx is retired and HubSpot becomes the single platform for sales, quoting, ticketing and reporting, with production workflows rebuilt natively in HubSpot. Given the scale of the change, this is delivered in phases: sales and quoting first, then ticketing and production, then a managed wind down of LabelTraxx and the paper based job bag process.
Scope includes
- Discovery and data mapping workshop, plus migration of existing company, contact, deal and product records out of LabelTraxx
- Data cleansing and import, including your master product list and customer specific product views
- Sales and quoting build: BANT qualified lead pipeline, deal pipeline with scoring and alerts, and a quoting tool with tiered pricing, reusable templates, e-signature and online payment
- Product library and custom properties, including customer specific dropdowns (your 200+ stock items and 1,000+ cutter options), dual part numbering (internal and customer facing), and attachment support for PDFs and CAD files
- Bulk price update workflow via CSV export and import, filterable by customer or supplier
- Ticketing and production pipeline rebuilt in HubSpot, covering job stages, quality control checkpoints and workflow gating so a ticket cannot progress without required data
- KPI dashboards covering quotes, tickets, conversion rates, quality control pass rates, and new versus existing business
- Integration with Sage 50 for invoicing
- Change management, phased training, testing and go-live support across each rollout phase
This is the most complete solution and the one that ultimately removes the cost and risk of running two systems in parallel. It is also the largest undertaking, both in build effort and in the change it asks of your team, which is why we would deliver it in stages rather than as a single cutover.
Delivered across the following milestones
- 01Discovery and data mapping
- 02Data migration
- 03Sales and quoting configuration
- 04Product library and custom properties
- 05Ticketing and production pipeline
- 06Bulk pricing tools
- 07Reporting and dashboards
- 08Sage 50 invoicing integration
- 09Training, change management, testing and go-live
The small print, in plain English.
- HubSpot subscription licensing (Sales Hub, Service Hub and Revenue Hub seats) is quoted separately by HubSpot and is not included in the figures above.
- Figures assume reasonable availability of your team for workshops, data provision and UAT within the timelines stated. Delays on your side may extend the schedule.
- Each option assumes a single environment build (no separate sandbox/production HubSpot instances) unless you would like that added to scope.
- All three options include a 30 day post go-live support window as standard.
- These figures are valid for 30 days from the date of this proposal.
Let us know which option, or combination of options, you would like to proceed with, and we will get a kick-off call in the diary. We are also happy to talk through any of the above in more detail on a follow-up call.