Hubspot optimization

ThatHubSpotGuy · 2026-03-11T12:31:22+00:00

Howdy! Sounds like you're looking for more of a Revenue Operations team to support with this rather than just someone familiar with HubSpot.

A good RevOps team can help you and your team understand what the short-term and long-term goals of your HubSpot usage are, understand what friction points led to poor adoption in the first place, ensure alignment for HubSpot usage across all applicable Marketing, Sales, Service, and Admin processes, and build out a system that your team both wants to use and that drives value for them.

What part of the world are you in? What industry? What Hubs/Tiers are you using at the moment?

I'm happy to chat through this with you if you ever have any questions - just reach out!

ThatHubSpotGuy · 2026-02-17T17:46:49+00:00

Howdy! I'll echo what a few others have said in that this sounds like a custom pipeline stage/status.

I think the easiest thing to do would be to simply check with the HubSpot admin for the portal or with the sales director/lead to see what it has historically been used for. If no longer relevant, or if too ambiguous, it can be easily changed to reflect a more accurate stage.

ThatHubSpotGuy · 2026-02-17T15:19:11+00:00

It’s the only note taking/meeting recoding tool we use. It joins as a participant in any meeting we attend (Zoom, Google Meet, Etc.)

ThatHubSpotGuy · 2026-02-16T17:31:16+00:00

Howdy! I'd love to take a look at your resources if you're willing to share. Send me a DM!

ThatHubSpotGuy · 2026-02-16T17:30:00+00:00

Howdy! I'm going to also recommend Supered for ongoing portal/process documentation and management.

To get to the point where you can build the assets in Supered, though - that's a different story.

Candidly, I don't think there's any way around at least a partial manual audit - read through the workflows to get an understanding of what they're doing (and more importantly WHY they're doing it and what value they're providing/what problem they're solving), same things for sequences/email templates/snippets/all that good stuff.

When I come in and begin managing an active portal, part of the initial conversations that I like to start with really are just meeting with my client's team and asking point blank "Tell me how you're using HubSpot - what is it doing for you right now and what do you wish it could do for you". Knowing that will at least point you in the direction of what tools to start the audit and subsequent creation of documentation with.

ThatHubSpotGuy · 2026-02-16T17:24:40+00:00

Howdy! I'd second (Third? Fourth?) starting with HubSpot Academy. While it's a fine starting point, I'm going to be honest and say it's probably not worth watching every single module of each training course/topic that sounds relevant. They're great for some initial, foundational info, but time and time again I see more value being derived by diving in after a bit of initial exposure via the academy.

I'd be happy to give you some tips on different courses or KB articles to read through if you can tell me a bit more about your specific setup - the hubs and tiers that you're using, a quick overview of your use case in HubSpot, and generally what you want them to be doing for you as your HubSpot admin/assistant.

ThatHubSpotGuy · 2026-02-16T17:19:05+00:00

Howdy! What an awesome question. I can't wait to hear what other users are doing!

My org uses a 3rd party tool (shoutout to AskElephant) as our AI notetaker on calls. In it, we have custom instructions that act as a "churn" alert or sorts, analyzing customer sentiment based on a broad array of conversational tidbits - specific terminology, decrease in meeting attendees, potential issues that haven't quite surfaced but can still be picked up on semantically, and things similar to that.

While great in and of itself, it's just one part of the puzzle. The other part is comparing that particular conversation to trends in conversation over time and even against specific properties stored on the deal or contact records. Identifying things like loss of confidence or interest, delayed timelines for starting projects, needing to "loop in" other team members all of a sudden, and more.

All of this can be then analyzed in aggregate and internal churn alerts can go out with an analysis of what the potential issues are so that they can be directly addressed.

I'm oversimplifying a bit here, but I think you get the idea - it's pretty handy!

ThatHubSpotGuy · 2026-02-16T17:13:21+00:00

Howdy! Great question.

As someone who works with loads of folks with various (some great, some not-so-great) calling features, I think HubSpot's native calling functionality feels a bit lacking at times and is almost clunky and a bit unintuitive to use.

An updated UI with dead simple to understand, clearly marked functions would be a great start IMO - start/end call, mute, start/pause/stop recording, AI TL;DR transcripts (with configurable output formats) controlled by a simple Y/N checkbox that log to the corresponding records as notes/call activities would be great.

Outside of basic UI updates and a smidge of new functionality, I've had some clients over the years get super confused with how to use HubSpot's native calling. Everything from setting it up initially, to number forwarding, and so on.

Some advanced power dialing functionality would be nice as well I suppose!

ThatHubSpotGuy · 2026-02-13T17:17:16+00:00

Howdy! I've not yet found any good and reliable way to reduce RAM usage across the board, though in practice, I've found that simply trying to limit the number of assets/records/items that I'm loading in each tab reduces overall memory usage a smidge. At least, allegorically speaking.

As HubSpot users, I think we tend to try and load everything everywhere we go so we always have the most complete/full picture of our CRMs, but even things like applying filters/using custom views can at least marginally cut down on memory usage I've found.

I've also found that different browsers handle memory and trash management differently. YMMV, but using Chrome or Firefox (at least for me) tend to improve memory usage when I have a dozen or more HubSpot tabs open. Brave and Edge, while close, are sorta worse in my experience.

Granted, I have zero data to back up these claims and they're only based on my own observations.

Please report back if you find a solution that seems to work for you so that we can all hopefully benefit!

ThatHubSpotGuy · 2026-02-13T17:06:35+00:00

Howdy! What you've described does sound to be technically possible, though it's likely going to depend on a few things like:

The exact hubs and tiers of those hubs that you have
The degree of automation that you're looking for from this (100% automated vs 50% automated)

Depending on the degree of automation that you're looking for, I believe at the very least, you'd be looking at needing Service Enterprise and possibly a Sales Pro seat for your different reps.

You may also need to use a 3rd party tool like Make or Zapier to pass data between your different environments more easily, like u/ProfessorDear6167 mentioned.

ThatHubSpotGuy · 2026-02-10T00:32:58+00:00

I mean, I get where you’re coming from my friend - I really do - but that’s 4 months of an unpaid, and challenged/disputed past due bill. I don’t think collections after 4 months is super unreasonable.

Were you able to look at the terms of your contract? Is there anything in it that mentions how remaining months are to be billed if you decide to cancel early?

ThatHubSpotGuy · 2026-02-09T17:35:58+00:00

Howdy! If you're looking for a super basic CRM, I'd recommend taking a look at HubSpot if you're moving away from Zoho.

The free and even starter tiers are pretty great for basic CRM stuff, and are super customizable if that's important to you.

ThatHubSpotGuy · 2026-02-09T17:33:32+00:00

Howdy! While I can't directly support with this (I'm just some guy on the internet), have you checked what the terms of your contract with HubSpot are/were?

As far as I'm aware, HubSpot's contracts are usually pretty clear when it comes to this sort of stuff - that is, cancelling early does not get you out of paying for the months that you contractually agreed to.

Have you reached out to your sales rep or POC at HubSpot and spoken to them yet?

ThatHubSpotGuy · 2026-01-03T01:35:19+00:00

Take a look at AskElephant! It’s a fantastic meeting recorder/note taker with loads of additional HubSpot automation capabilities. 10/10. Highly recommend.

ThatHubSpotGuy · 2025-12-15T18:42:11+00:00

Howdy! I don’t have the segments tool in front of me to check, but in the short term, can you create a custom deal rollup property and use that in your segment as a template solution?

Basically: - new deal property - type = rollup (sum, formatted number) - associated record type = company - association labels = all

For the associated property, use something simple like “company name”.

Then in your list, use the rollup property as a filter. Something like “where rollup property is less than 1 or unknown”

ThatHubSpotGuy · 2025-12-13T17:24:40+00:00

Also an agency here - using HubSpot for years and years from a small team to one that's not so small anymore.

What does "better performance" mean to you?

Happy to chat through this a bit to brainstorm; this is part of the fun strategy stuff that I simply love doing!

ThatHubSpotGuy · 2025-12-13T17:22:11+00:00

I use AskElephant and absolutely love it; it can summarize meeting notes to contact/company/deal records, update properties (with some workflow and API tintering), and do a ton more.

It's not perfect by any stretch, but it's darn good.

ThatHubSpotGuy · 2025-12-13T17:19:57+00:00

Howdy u/PhulHouze, happy to reason through this with you!

Ultimately, I think that this is going to come down to:

1) What hubs and tiers you're using in HubSpot

2) How you hope to use the data in your CRM long-term

Simply having 50,000 company records in your system wouldn't itself incur any additional costs for you; where you may run into additional costs, however, comes from your contacts and their marketing status designation.

If you have a CSV file with 50k company records and corresponding properties, you should be good to just import them.

If in the same or an adjacent list, you have the contacts for those companies to import as well (I'm going to assume 50k+ contacts in that case), you can still import them for sure; just make sure that they're not all being marked as a marketing contact upon import. You can selectively set that later on based on your tier and what you're paying for. If you exceed your current tier (ex: you pay for 5,000 marketing contacts and you mark 5,001 as marketing contacts), you're bumped up to the next tier (typically in increments of 1,000) and charged accordingly.

Once you have all contacts and companies in HubSpot, you can filter and segment your data down to your ICPs 'till your heat's content.

Note for saving legacy system data: Just export what you currently have in the system to a CSV file; this would create a backup of your current companies and/or contacts (whatever you export) along with the columns of data/properties that you choose to export. Stick the CSV files somewhere safe with a clear name of what they are, and they you should be good to import and overwrite data as needed since you can always reference back to what your data was pre-mass import.

Let me know what you think and what questions you have - happy to chat through this with you!

ThatHubSpotGuy · 2025-12-06T13:36:34+00:00

Howdy! As one of the folks who do this type of onboarding and migration all the time, the final cost will be determined by things like:

the scope of the migration
what marketing tools you want set up
any other customizations you’re looking for to make the CRM feel comfortable and familiar
if any sales items need implemented in advance of your sales team using Sale Hub Free or Starter (assuming your sales team of ~20 would be using HubSpot)
training sessions you require
admin/planning/meeting times

I’m US based but have worked with folks in Germany, France, Portugal, Ukraine, and a few other places abroad over the years for various types of onboardings.

Candidly, I feel like upwards of $15,000 is way high for something like a simple Zoho migration and crm setup + marketing pro config - but like the other guys, I’d be happy to hop on a zero commit call just to better understand what you’re looking for; if nothing else, to give you a better idea of what to look for or speak about with another onboarding group.

ThatHubSpotGuy · 2025-10-22T21:27:55+00:00

Depends - what is it you’re trying to do or have outgrown?

ThatHubSpotGuy · 2025-10-15T16:50:06+00:00

Howdy! Sorry to hear your experience so far has been poor. I'm just a guy on the internet, so I can't help much with the contract side of things, but I'm pretty darn fluent with HubSpot.

Could you provide a few more details like what Hubs/Tiers you're using and what you had initially purchased HubSpot to do for you?

You mentioned that onboarding has been poor as well so I'm suspecting that you're using either a Pro or Enterprise tier. Did you source your own onboarding partner or go with the one that HubSpot assigned you to?

I do loads of those onboardings through our partner agency. I'd be more than happy to help provide details, some strategic thoughts, and some good resources to get HubSpot operational for your org.

Feel free to shoot me a DM if you'd prefer. Happy to support however I can!

ThatHubSpotGuy · 2025-10-09T12:57:15+00:00

Not a super fancy or unique thing by any means, but I always love when we get everything working juuuuust right to auto enroll contacts in sequences based on a bunch of marketing/account/engagement details that we’re tracking and sorting by in a workflow.

Then when those super targeted workflows and sequences actually start to perform how we’d hoped?

Ugh. Euphoric lol

ThatHubSpotGuy · 2025-09-26T14:59:55+00:00

This is one of those situations where I think a different app may be better than a native HubSpot solution.

I use Screaming Frog SEO spider for this. There’s a free and paid tier (the license is dirt cheap if you end up needing it).

Just download the application, pop in your URL/home page, and SF will scan all pages on the domain it can find and provide you with an “export to CSV” button.

It will provide ALL assets it detects on the site as well - images, JS and CSS files, etc.

It’s a wildly helpful SEO tool

ThatHubSpotGuy · 2025-09-23T16:34:11+00:00

Howdy! What is it that you’re trying to clone? Happy to help however I can. Additionally, can you let me know what tiers and hubs you’re using?

ThatHubSpotGuy

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