Hubspot Specialist - Developer & Consultant

Location : Chennai

Work type : Contract - Hybrid

Company : Evomarine

Position : Hubspot Specialist - Developer & Setup Consultant

The consultant would focus on mapping this flow into HubSpot: lead ingestion from Meta, contact creation, automated messaging triggers, task assignments for calls, deal progression for client submissions, and reporting on the pipeline. Initial setup might span 4-6 weeks, with ongoing tweaks, aligning with part-time hours to keep costs low while delivering efficiency gains, like auto-populating leads and timed reminders.

Key Tasks

The consultant will adapt HubSpot to your specific flow, handling data migration, automations, and team enablement. Tasks are prioritized for quick wins in lead handling and follow-ups, with hands-on configuration during sessions.

1. Lead Migration and Integration from Meta (Facebook) to HubSpot:

• Set up the native HubSpot integration with Facebook Lead Ads to automatically sync new leads (e.g., inquiries about bath remodeling) into HubSpot as contacts and deals, including fields like name, phone, and project interest.

• Migrate any existing lead data from Meta or spreadsheets, cleaning duplicates and mapping to custom properties (e.g., “Lead Source: Facebook”).

• Test the sync to ensure real-time import, so sales reps see new leads instantly in their HubSpot dashboard.

• This foundational task could take 4-6 hours across 2-3 sessions in the first week.

2. Automate Phone Number Export and WhatsApp Messaging:

• Configure workflows to extract phone numbers from new HubSpot contacts and send them to WhatsApp via integrations (e.g., using Zapier to connect to WhatsApp Business API for automated messaging).

• Set up automated or semi-automated WhatsApp messages: Upon lead creation, trigger a message with bath remodeling details (e.g., “Interested in a custom bath remodel? Here’s some inspiration!”) and attached photos (stored in HubSpot files or linked from your site).

• Allow manual overrides for sales reps to personalize/send messages if automation isn’t suitable, with logging in HubSpot for tracking.

• Part-time focus: Build and test in 2-3 days, ensuring compliance with messaging regulations.

3. Timed Sales Follow-Up and Call Scheduling:

• Create automated tasks and notifications: 3-12 hours after WhatsApp send, assign a call task to the sales rep with reminders (e.g., email/SMS alerts via HubSpot).

• Set up deal stages reflecting your flow, like “Lead Imported,” “WhatsApp Sent,” “Call Scheduled,” and track discussions by enabling call logging/recording integrations (e.g., with phone tools).

• Monitor sales activities in real-time dashboards, showing what reps are doing (e.g., calls made, notes from discussions).

• This could involve 1-2 hours weekly for refinements.

4. Client Input Handling (Photos and Dimensions):

• Build forms or portals in HubSpot for clients to submit photos and dimensions post-call (e.g., a simple upload form linked in follow-up emails).

• Automate routing: Once submitted, move the deal to “Client Details Received” and notify the offer team via tasks or emails.

• Integrate file storage so photos/dimensions attach directly to the contact record, making it easy for the team to access.

5. Custom Offer Preparation and Pipeline Management:

• Configure workflows to alert the offer team when client details arrive, with custom properties for dimensions/materials to streamline quote creation.

• Set up reporting on bottlenecks, like delays between call and offer, to optimize the flow.

• Include automations for sending offers via email from HubSpot, tracking opens and responses.

6. Training, Reporting, and Optimization:

• Train your sales and offer teams on the flow (e.g., viewing leads, sending WhatsApp, logging calls) through short sessions or guides.

• Build custom reports/dashboards for overall performance, like lead-to-offer conversion rates or sales rep activity.

• Provide ongoing support, auditing the system weekly to fix issues like failed integrations.

Key Deliverables

Expect concrete outputs tied to your flow, documented in a project plan. These ensure the system runs smoothly post-setup.

1. Integrated HubSpot Setup:

• A configured CRM with Meta integration for automatic lead migration, custom pipelines matching your stages (e.g., from “Facebook Lead” to “Custom Offer Sent”).

2. Automation Workflows:

• Documented zaps/workflows for phone-to-WhatsApp transfer, auto-messaging with photos, and timed call tasks, including test results (e.g., 90% automation success rate).

3. Client Submission Tools:

• Custom forms/portals for photo/dimension uploads, integrated into deal records, with usage guides.

4. Dashboards and Reports:

• Real-time views for sales monitoring (e.g., leads pending calls) and analytics reports (e.g., weekly summaries of flow efficiency).

5. Documentation and Training Materials:

• A step-by-step playbook for your team on the entire flow, from lead import to offer prep, plus recorded demos.

6. Performance Review:

• An initial audit report post-setup, with metrics like reduced manual entry time and recommendations for scaling (e.g., adding more photo templates).