Welcome to the Hubspot Guide

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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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1. Are they using the features that they’re paying for?

2. Is the shelter sized and priced appropriately? Is our Yearly Adoptions figure consistent with their records and with our internal documentation?

3. Is the old deal and new deal thoroughly documented?

4. 🤔 Consider migrating info between Company and Deal records.

Process

1. View a renewal Task / Deal in Hubspot

   1. For meeting: identify if these should be delegated via lists, Deal Owner, CS Manager, or Tasks

2. Pull up their information

   1. Hubspot Deal

   2. Hubspot Company

   3. Accounting / invoicing info

   4. Adopets and/or ShelterBuddy dashboard

Crucial Fields

1. Yearly Adoptions

2. Amount (update to check on Adopets actual revenue vs expected)

3. Contacts - attach the correct contacts with their roles to the Deal

4. Products Subscriptions - are they using what they’re paying for? Are they paying for what they’re using?

   1. Example: API turned on for people who aren’t using it.

5. Service Dates - Start & End

6. Currency Type

Find and Filter Customers

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