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. ________________________________________ 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. ________________________________________ 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.