Welcome to the Hubspot Guide

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Capitalization - Because Hubspot has a lot of proper nouns that can be confused with common terms, I Capitalize capitalize Hubspot-specific words

Examples:

“We have three Contacts in the optometrist’s contact lens department.”
“I’ll take the lead on following up with these Leads.”
“What’s the reason we won the contract? I looked at Closed Won Reason and it was blank.”

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Contacts

Contacts are individuals in the CRM and are usually where salespeople work pre-funnel activity.

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Name the deal -
<Company Name> - <Product (Adopets or ShelterBuddy)> - <Time Period>.
“Animal Welfare League of Arlington - ShelterBuddy - 2023”
Add Amount - We should have enough information to ballpark an amount. We can narrow it down later. If you need a placeholder, put our average contract value in this space or multiply their adoptions by our expected income per adoption.
1. Add the Currency, which is just their locality
Add all associated Contacts to the Deal record.
Add an Associated Contact Engage Date - This is a 🔑 key field and can only be done manually. This is the date that the initial contact reached out to us. For new Deals that’s simple: it’s the create date of the Contact. But for referrals or recurring business it’s the date that the person reached out and said “hey, we’d like to extend a year or add a feature,” and that requires human touch.
Estimate the Close Date (Hubspot default is the final day of the current month, but update this manually based on what you’ve learned about the deal or based on our average sales cycle length. This is important for follow up).
Enter the Products Subscriptions field for what product or feature set the person is evaluating.
NOTE: Please maintain separate Deals for Adopets and ShelterBuddy opportunities. Why? Adopets recognizes variable revenue in hindsight, SB forecasts predictable revenue. Each has a different customer success cadence.

Under construction - This will eventually be a ‘structured routines’ guide on how to manage many Deals with a sense of personalization.

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Enter the Contract Start Date (Launch Date)and Contract End Date (Contract Renewal)
Ensure the product or quote in Hubspot matches what’s being sent to the prospect.
<use an IF/THEN contingency in the communication>

Move to Closed Won
Ensure contract is totally signed, not just verbal
Move to Closed Won
Take care of all of the financial stuff - make sure invoices are sent, accounting is notified, etc.
Add the correct customer success manager to the field. Introduce the CS manager (this can be automated)
Identify the Closed Won Reason

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