CRM Tool Implementation & Integration Expertise

Finalise a CRM tool selection (shortlisted Pipedrive and Hubspot) by confirming current and total cost of ownership as businss grows from 500+ clients to 2000+ and 3 users to 6 users over the next 12 to 18 months. **Scope of Work: CRM Setup & Integration Project**

**Project Overview**
PN1A Pty Ltd (CMed Aesthetics ANZ) seeks an experienced consultant/agency to implement and configure either **HubSpot (Customer Platform Starter)** or **Pipedrive (Advanced)** as the CRM for its B2B and B2B2C operations in Australia and New Zealand. The solution must unify all customer communications, integrate with Shopify, and enable proactive contact management and re-engagement workflows.

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### 1. Objectives

* **Email ingestion:** Connect up to four Outlook 365 mailboxes, import 20 months of historical emails, and enable ongoing auto-logging of inbound/outbound messages.
* **Contact creation & enrichment:** Extract new enquiries from historical emails, create contacts automatically, and capture name, email, phone, company, and location (via signature parsing if required).
* **Shopify integration:** Sync customer and order data to the CRM to enable segmentation by order history (no orders, 1–2 orders, repeat buyers).
* **Communications history:** Ensure each contact record contains the complete email thread history from all four mailboxes.
* **User setup:** Configure secure access for four users, with appropriate roles and permissions.
* **Re-engagement automation:** Build workflows or views to flag and follow up with contacts who have not ordered, ordered only once, or lapsed >90 days.
* **Reporting:** Deliver dashboards for sales pipeline, support cases, and re-engagement outcomes.

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### 2. Scope of Work

**A. CRM Platform Implementation**

* Confirm final platform selection (HubSpot vs Pipedrive) based on business requirements and cost constraints.
* Provision accounts, configure users, and apply security best practices.

**B. Data & Email Migration**

* Connect four Outlook mailboxes; backfill 20 months of emails.
* Map, deduplicate, and import contacts.
* Configure continuous email sync and automated lead creation from inbound mail.

**C. Shopify Integration**

* Connect Shopify store to CRM.
* Sync customers, orders, and products; map to contact and deal records.
* Test and validate data accuracy.

**D. Add-ons & Automation**

* Configure signature-parsing or enrichment tools (e.g., SigParser) to populate missing contact fields.
* Build automated workflows for re-engagement (no order, low order frequency).
* Configure notifications/tasks for sales or support staff.

**E. Testing & Handover**

* Validate end-to-end workflows: email → contact → order match → follow-up automation.
* Conduct user acceptance testing with four pilot users.
* Provide documentation and training session(s) for internal team.

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### 3. Deliverables

* Fully configured CRM (HubSpot or Pipedrive) with user accounts live.
* Complete email and contact history imported and accessible.
* Shopify sync functioning with accurate order history.
* Automated workflows for re-engagement scenarios.
* Reporting dashboards for contact status and sales pipeline.
* Training materials and final handover report.

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### 4. Timeline

* **Project duration:** 4–6 weeks from contract signing.
* **Milestones:** Platform selection → Email migration → Shopify integration → Workflow build → Testing → Handover.

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### 5. Contractor Requirements

* Proven experience with HubSpot or Pipedrive implementations (preferably in ANZ region).
* Familiarity with Outlook 365 email migration and signature parsing tools.
* Demonstrated Shopify integration projects.
* Ability to deliver automation workflows and train end users.