HubSpot,
run like an operating system.
A HubSpot portal is a living system. It's shaped by every launch, every new hire, every "just this once" workflow. After two or three years, most portals carry the fingerprints of five or six different owners, and that's normal. Our job is to read what's there, keep what's working, and quietly rebuild the parts that decide whether a deal closes.
You work with the operators directly. The people on your Slack are the same people writing the workflows, senior end to end, since HubSpot was still called Sidekick.
You're not looking for another launch.
You're looking for continuity.
One of these four things has probably happened in the last quarter. Pick the one that felt closest.
You shouldn't need to hire four people to run HubSpot well.
1 HubSpot admin · 1 RevOps hire · 1 marketing ops · 1 AI/analytics resource. 9–14 months to hire, ramp, and align. Attrition risk on every seat.
Project-priced. Juniors doing the work. Handoffs, tickets, weekly status decks. No accountability once the SOW ends.
The same three operators, in your Slack every day, for the whole year. They wrote the workflows, they debug the workflows, they train your reps on the workflows. No account manager translating between you and someone in a different time zone.
A calendar, not a
quarterly deck.
Most retainers show you a list of hours. This one shows you the rhythm your portal actually runs on. Scroll the rituals, watch the month cycle around.
Thirty minutes in your Slack huddle. We walk the pipeline, name deals that stalled, and agree the two portal changes that ship this week. No status deck.
Two to five workflow, property, or report changes ship live, each with a Loom. Your reps get a two-line changelog, so nothing surprises them on Monday.
Dedupes, stalled deals, missing owners, expired sequences. Whatever the portal quietly broke this week gets caught before it lands in the Monday report.
One session with your leadership. Every board metric traced back to the property, workflow and stage that produced it. The Sheets shadow CRM retires itself, quietly.
We rewind the quarter, retire what stopped earning its keep, and sketch the two or three portal moves that unlock next quarter's number. It's the closest thing you get to a strategy session.
The people in your channel are the ones writing the workflows. Average first reply is under 14 minutes, and there's no account manager translating between you and the build.
Six recurring artifacts,
not a status deck.
You don't get "hours logged." You get six things that show up on a schedule and belong to you. Together they replace the four internal seats most companies hire to run HubSpot well.
The Monday note
- Pipeline movement, last 7 days
- Two portal changes shipping this week
- One risk we're watching
- Deals we escalate to leadership
Change log
- Every workflow, versioned
- Property changes, dated & owned
- Retired automations, archived
- One Loom per change
Data health scorecard
- Duplicate contacts + companies
- Stalled deals older than 30 days
- Records missing owner or stage
- Sequences with 0 opens
Reconciliation memo
- Every board metric traced to source
- Definitions signed off by leaders
- Delta vs last month, explained
- Shadow-CRM Sheets retired
Rep enablement library
- New workflow walkthroughs
- Reporting how-tos
- Onboarding path a new rep can finish in a day
- Manager weekly rhythm
Quarter in review
- What the portal changed
- What we retired and why
- Two or three moves next quarter
- The number the board will see
Eight things we quietly take off your plate.
Object model, lifecycle stages, pipelines, permission sets, portal hygiene. Built to scale from Seed to Series C.
Segment, Rudderstack, warehouse sync, product signals, enrichment, dedupe. HubSpot as the single source of truth.
Inbound routing, lead scoring, SLA enforcement, deal automation, forecast rollups, renewal & churn alerts.
Campaigns, nurtures, attribution, list hygiene, deliverability, form and CTA architecture, A/B rigor.
Board-ready dashboards. Funnel math, cohort ARR, sales velocity, rep scorecards, weekly ops review.
Lead qualification agents, meeting summarizers, follow-up drafts, deal risk scoring, content ops copilots.
Rep playbooks, Loom libraries, in-portal guidance, monthly office hours. Your team actually uses HubSpot.
Change requests, release notes, deprecation policy, audit log. Your HubSpot stops drifting.
HubSpot in the middle. Everything else feeding into it.
Your CRM is only as useful as what flows into it. We wire the rest of your stack — data, product signals, GTM tools, AI — into HubSpot so your pipeline reflects what's actually happening.
- ▸ Warehouse sync (Snowflake · BigQuery · Redshift)
- ▸ CDP (Segment · Rudderstack)
- ▸ Enrichment (Clearbit · Apollo · Clay)
- ▸ Signals (Common Room · G2 · product events)
- ▸ AI (Breeze · OpenAI · Anthropic · custom agents)
The things your team stops worrying about.
Funnel, cohort ARR, sales velocity, forecast confidence, rep scorecards, campaign attribution. We rebuild them as your business changes shape — usually every quarter.
Every workflow is documented and owned by someone. When your product ships something new, the workflow moves with it. When a rep leaves, the handoff just happens.
A calm, weekly rhythm.
15 min. Priorities for the week. Blockers surfaced.
Automation, reports, campaigns, AI agents, portal hygiene.
Pipeline health, workflow errors, data quality, changes shipped.
Written monthly review. What moved. What didn't. What's next.
Rescope. New surfaces added. Deprecations. Board-facing summary.
Same portal. A very different feeling.
| Surface | BEFORE Typical mess | AFTER With Revlyn |
|---|---|---|
| Owner of HubSpot | A confused Slack channel | NOWRevlyn (documented) |
| Lead routing | Round robin, no SLAs | NOWSignal-scored, SLA-enforced |
| Reporting | Screenshots in decks | NOWLive dashboards + monthly scorecard |
| Forecast accuracy | Vibes-based | NOWWeighted, calibrated weekly |
| Marketing attribution | First-touch only | NOWMulti-touch + product signals |
| AI in HubSpot | One-off Breeze prompts | NOWAgents wired to workflows & data |
| Enablement | Onboarding doc from 2023 | NOWIn-portal guidance + Loom library |
| Change control | Anyone can edit anything | NOWVersioned, reviewed, released |
Everything written down. Everything yours.
If we ever part ways, you keep the portal, the playbooks, the dashboards, and the docs. No lock-in, no black box, no drama.
- ▸Portal audit + gap analysis
- ▸Object model & lifecycle map
- ▸Permission sets & team topology
- ▸Data dictionary + naming conventions
- ▸Lead routing + SLAs
- ▸Deal & renewal automation
- ▸Workflow library, versioned
- ▸Error monitoring + weekly hygiene
- ▸Board dashboard v1
- ▸Rep & manager scorecards
- ▸Attribution model + weekly report
- ▸Forecast calibration cadence
- ▸Breeze agent configuration
- ▸Meeting summarizer → CRM
- ▸Deal risk & health scoring
- ▸Custom agents (LangChain / OpenAI)
Simple monthly pricing. No surprise invoices.
- ▸A senior operator, part-time
- ▸Sales or Marketing Hub focus
- ▸Weekly standup + monthly review
- ▸Standard reporting suite
- ▸Up to 2 workflow releases per week
- ▸Two senior operators + tech lead
- ▸Sales + Marketing + Ops Hubs
- ▸AI layer: Breeze + custom agents
- ▸Board-ready dashboards
- ▸Unlimited workflow releases
- ▸Quarterly roadmap
- ▸A dedicated pod of 3–4 operators
- ▸All Hubs + CMS + custom objects
- ▸Warehouse-first architecture
- ▸Attribution + forecasting
- ▸Change control + audit
- ▸Executive review cadence
* Every plan includes a 30-day exit. Senior work only, no sub-contracting. We run dedicated pods so every client gets consistent attention.
From kickoff to your first release, in about two weeks.
Read your portal. Data quality, workflows, permissions, technical debt inventory.
Written diagnosis + first 30 days scoped. What we fix now, what we fix later.
Data hygiene pass + top-3 workflow fixes + board dashboard v0. Live.
Weekly standups begin. Backlog moves. First monthly scorecard scheduled.
Questions people usually ask us.
Yes. We work with HubSpot as an implementation and services partner and cover Sales, Marketing, Service, Ops and CMS Hubs, including custom objects and Breeze AI. We also work with adjacent stacks (Salesforce, Segment, warehouses, LangChain) so HubSpot is the source of truth, not an island.
An admin owns clicks. We own outcomes. HubSpot as a Service replaces the combination of admin + RevOps + marketing ops + AI/analytics with one senior team, priced monthly, accountable to a scorecard.
Yes. We often replace them, but if you have a working relationship we're happy to co-run or take over on a schedule.
We run the migration. Salesforce, Pipedrive, Attio, spreadsheets — we've done all of them. Migration is scoped as a fixed-fee project and rolls into the monthly subscription.
You do. Portal, workflows, dashboards, playbooks, agents, docs. Everything is documented in your Notion and your HubSpot. Exit any time on 30 days' notice.
Portal audit inside 72 hours of signing. First release live in ≤14 days. We accept two new engagements per quarter.
Let's take a look at
your HubSpot together.
A 30-minute working call with a senior operator. We'll open your portal, walk through the top three things worth fixing, and be honest about whether we're the right team to help. No pitch deck.
We keep onboarding pods free so we can start fast. Most teams are live in HubSpot within two weeks.