Welcome to the Hubspot Guide

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At some stage, the it was decided that our products aren’t a good fit for their organization. This could have been encouraged by the salesperson or decided by the prospect. Be sure to enter a Closed Reason at this stage.

Deal Fields

Dates Explainer

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Deal Name

Deal names are important because they inform what accounting uses in our financial systems and what our engineering team uses when adding companies to the system. The more aligned these are, the easier it is to report on them later.

Deal naming structure is:

<Customer name> - <Business Unit (Adopets or ShelterBuddy)> - <Deal Dates>

Rob Coons' Raccoon Haven - ShelterBuddy - 2023

Note that well-known acronyms are fine (ASPCA, AWL, etc), but please avoid using abbreviations like “Aust” instead of Australia, “Qld” instead of Queensland, “S” instead of “South,” etc. These names are meant to be searchable, so abbreviations make it difficult.

Associated Contact Create Date

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1. Name the deal -
   <Company Name> - <Product (Adopets or ShelterBuddy)> - <Time Period>.
   “Animal Welfare League of Arlington - ShelterBuddy - 2023”

2. 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

3. Add all associated Contacts to the Deal record.

4. 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.

5. 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).

6. 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.

Engaging Opportunities

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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