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Business Systems & ERP

HubSpot implementation and integration

HubSpot brings CRM, marketing, sales and customer service tools together on one platform. We configure it around how your organization actually sells and serves customers, move your data in carefully, and connect it to the ERP, finance and other systems your teams rely on.

Discuss your project How the work is delivered

A good fit if

  • You have chosen HubSpot, or are evaluating it, and need it configured for your process.
  • Your HubSpot account has grown messy, with duplicate properties, unused pipelines and inconsistent data.
  • You are moving from spreadsheets, another CRM or several disconnected tools.
  • Sales and finance need HubSpot deals, quotes and companies to match the ERP or accounting system.
  • Marketing needs consent and subscription handling that reflects Canada's anti-spam legislation (CASL).

Another approach may suit you better if

  • Your needs centre on complex quoting, territory management or heavy customization. Salesforce may suit you better, and we will say so.
  • You only need a shared contact list and basic email. A simpler, cheaper tool may be enough.
  • You specifically require a certified HubSpot solutions partner. We are not one.

What this service is

We implement, clean up and integrate HubSpot. HubSpot is a cloud platform that combines a shared CRM database with tools for marketing, sales, customer service, content and operations. It works best when it is configured around a clear process and holds clean, trusted data. It becomes a burden when every team adds its own properties and workflows without a design.

Our work covers the whole lifecycle: deciding how HubSpot should model your customers and pipeline, configuring it, migrating data, automating routine work, connecting it to your other systems and training your teams. If you are unsure whether you need a CRM, an ERP or both, read CRM vs ERP first.

What we set up

  • Sales: pipelines and deal stages that match how you sell, quotes, products, sequences, task queues and forecasting views.
  • Marketing: forms, lists, email and landing pages, lead scoring, lifecycle stages and attribution reporting.
  • Service: ticket pipelines, help desk inboxes, knowledge base articles, service level targets and customer feedback.
  • Data and operations: property design, de-duplication rules, data quality automation and custom objects where your business needs them.
  • Permissions and teams: roles, team structures and field-level access so people see the records and data their role requires.

Integration with your other systems

HubSpot rarely works alone. Common integrations connect deals and companies to an ERP or accounting system, website and e-commerce orders to contacts, support tickets to product data, and HubSpot activity to a data warehouse for reporting. We use native HubSpot apps where they are reliable, and an integration platform or the HubSpot API where they are not. HubSpot publishes API limits that vary by plan, so we check these against your data volumes before choosing an approach. Our system integration service covers the design principles we apply: one owner per type of data, retries, alerts and reconciliation.

A CRM holds personal information, so HubSpot's configuration should reflect your obligations under PIPEDA, any applicable provincial privacy law such as Quebec's Law 25, and CASL for commercial electronic messages. We set up consent capture, subscription types and retention practices that support those obligations, and we can review where HubSpot hosts your account's data so your privacy lead can assess it. This is general information, not legal advice.

After go-live

A HubSpot account keeps changing after launch: new campaigns, new products, new team members and new reporting requests. Without an owner, properties multiply and data quality drifts. At handover we agree who owns the account internally, which changes need review, and how new properties and workflows are named and documented. If you would rather not administer HubSpot yourselves, ongoing administration and periodic health checks can be arranged under a separate written agreement, covering user changes, clean-up, new automation and integration monitoring.

Licensing and independence

Promatics is not a HubSpot partner or reseller. You license HubSpot directly from HubSpot and own the account; we advise on which products and tiers you need so you do not pay for features you will not use. If another CRM suits you better, such as Salesforce, we will tell you.

What is included

The exact list is agreed in writing for each project. These are the usual deliverables and the usual boundaries.

Typical deliverables

  • Discovery of your sales, marketing and service processes, and a design for pipelines, lifecycle stages and properties.
  • Account configuration, including objects, properties, pipelines, deal stages, teams, permissions and views.
  • Data migration from your current CRM or spreadsheets, with de-duplication, test imports and reconciled record counts.
  • Workflows for lead routing, task creation, follow-up, ticket handling and internal notifications.
  • Forms and email setup with consent capture and subscription types aligned with CASL.
  • Integrations with your ERP, accounting, website, e-commerce or support tools through native apps or the HubSpot API.
  • Reports and dashboards for pipeline, activity and service measures.
  • Role-based training and short written guides for your processes.

Not included unless agreed separately

  • HubSpot subscriptions and seats, which you buy directly from HubSpot.
  • Marketing content, campaigns and advertising spend, unless scoped separately.
  • Legal advice on CASL or privacy obligations.
  • Ongoing administration after handover, unless agreed in writing.

What we will need from you

Most delays in this kind of work come from access and decisions, not from the technical build. Knowing these early keeps the project predictable.

  • Super admin access to HubSpot, and a sandbox account where your plan includes one.
  • Exports from existing systems, and a decision on which historical data to bring across.
  • Process owners for sales, marketing and service who can make design decisions.
  • Confirmation of your HubSpot products and tiers, since features and API limits depend on them.
Delivery

How the work is delivered

Each stage ends with something you can review before the next one starts.

  1. Discover

    Map how leads, deals, customers and tickets move through your organization today, and what each team needs to see.

    Output: Process map and requirements.

  2. Design

    Define objects, properties, pipelines, permissions and integrations, and decide which system owns each type of data.

    Output: HubSpot design document.

  3. Configure and migrate

    Build the configuration, run test imports, fix data issues at the source and reconcile before the final migration.

    Output: Configured account and migrated data.

  4. Integrate and test

    Connect HubSpot to your other systems and test normal records, duplicates, failures and permission boundaries.

    Output: Working integrations and test evidence.

  5. Train and launch

    Train each team on its own processes, go live, and support users through the first weeks.

    Output: Training, admin guide and launch support.

Testing and handover

  • Test imports reconcile record counts and key fields before the final migration.
  • Workflows are tested with realistic records, including edge cases and unsubscribed contacts.
  • Integration failures are logged and alert a named owner.
  • Permissions are checked so users see only what their role requires.
  • An admin guide documents properties, pipelines, workflows and integrations.

What affects the cost

We do not publish package prices. Each estimate is based on an agreed scope, in Canadian dollars, with taxes shown separately. These are the things that move the number most:

  • The number of HubSpot products, pipelines, teams and custom objects.
  • The volume and quality of data to migrate.
  • The number and complexity of integrations.
  • Automation and reporting requirements.
  • The number of users and teams to train.

Questions buyers usually ask

Are you a HubSpot partner?

No. We are an independent implementer. You buy HubSpot licences directly from HubSpot, the account is yours, and we work in it with the access you grant.

Can you fix our existing HubSpot account?

Yes. We start with an audit of properties, pipelines, workflows, data quality and integrations, then agree a clean-up plan that avoids disrupting teams while they work.

Can HubSpot connect to our ERP or accounting system?

Usually, through a native app, an integration platform or the HubSpot API. What is possible depends on both systems and your HubSpot tier, so we confirm limits and data ownership in the design stage.

Do you handle CASL consent?

We configure consent capture, subscription types and unsubscribe handling so your processes can meet CASL requirements. How the law applies to your messages is a question for your legal adviser.

Should we choose HubSpot or Salesforce?

It depends on your processes, customization needs, internal skills and budget. We can compare both against your requirements before you commit, and we will recommend the one that fits rather than the one we prefer.

Service

Business system integration

Connect the applications your organization runs on so data is entered once, moves reliably, and failures are caught instead of silently lost.

Getting more from HubSpot?

Tell us whether you are starting fresh, migrating or cleaning up an existing account, and which systems it needs to connect to. We will reply to arrange a conversation.

Discuss HubSpot