HubSpot CRM Integration

Project Title: HubSpot CRM Implementation for Multi-Stage Renovation Workflows
Project Overview
We are Refresh Renovations, a franchise seeking a HubSpot specialist to replace our "rigid" legacy CRM (Control) with a flexible, automated HubSpot environment. Our goal is to centralize lead management and provide a "single source of truth" for complex, multi-stage renovation projects.
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Key Requirements
1. Lead Management & Source Integration
You will centralize leads from three primary sources into HubSpot:
• High Pages: Purchased trade service leads (API or email parsing).
• Control (In-house CRM): Leads from Google/Facebook ads and our website.
• Referrals: Manual entries via HubSpot forms.
• Process: Automated creation of Contact and Deal records with mandatory lead source tracking and consultant assignment (round-robin or manual).

2. Workflow & Pipeline Design
Implement a unified 8-stage pipeline to handle both "Quick Turnaround" (simple refreshes) and "Complex Projects" (full renovations):
1. Lead-in / Initial Assessment
2. Initial Consultation
3. Concept Design (Optional)
4. Building Approvals (Council/certifier tracking)
5. Quotes & Bill of Materials
6. Building Contract
7. Build Stage (Production)
8. Completion/Handover

3. Task & Ticket Governance
We require a ticketing system to track "blocking actions" (e.g., waiting for Council or a trade quote) rather than the entire project. A Deal cannot progress if a critical blocking ticket remains open.

4. Communication & Accounting Sync
• Gmail Integration: Full synchronization to log all threads against customer records, with the ability to logically separate topics like "Design" vs. "Approvals".
• Xero Financial Triggers: Automated notifications to the accounts team for milestone invoicing (e.g., upon Building Contract execution) and a "variation" queue for scope changes during construction.

5. Reporting & SOPs
• Dashboards: Create custom views for the Owner (revenue/bottlenecks), Operations (overdue tickets/SLAs), and Consultants (daily tasks).
• SOP Development: Help document Standard Operating Procedures (written and video) for each stage to ensure consistent system usage.
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Deliverables
• A visual process flow in HubSpot.
• Full system configuration (Lead intake, Pipeline, Automations, Ticketing).
• Documented SOPs for team onboarding.

Qualifications
• Proven experience in complex HubSpot implementations and automation.
• Experience with HubSpot-Xero and Gmail integrations.
• Strong ability to translate operational workflows into technical system architecture.