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HubSpot Virtual Manager

Comprehensive, Proactive Management of your HubSpot Portal
 
Unlock the Value of your HubSpot Investment

Helping you on your HubSpot Journey

We'll proactively manage your HubSpot portal - ensuring best practices and automation are in place - so your business can scale effectively.

Including administration of your portal settings, users, objects, tools and business automation, plus creation of assets (landing pages, lists, workflows, forms, emails, reports) for marketing and sales campaigns.

Virtual HubSpot Manager subscription

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In a nutshell

A monthly managed service subscription (cancel anytime), where we take care of your HubSpot portal, ensuring it is organised and well implemented. As well as training your team and making sure you use HubSpot to its fullest. 

What to expect: Peace of mind 

You'll have a team of experienced HubSpot experts at the ready - available all year round (no need to worry about people going on holidays or off sick) - to proactively manage your HubSpot portal.

Ensuring best practices are implemented, assets are created, your staff are trained, and HubSpot functionality is used to its fullest.

An all-inclusive subscription, giving you peace of mind and immediate access to HubSpot experts.

Your Expert HubSpot Team

We've been using HubSpot as our own CRM platform since 2012 and serving HubSpot customers since 2013, across a range of industries and company sizes.

As a Search & Be Found customer you gain access to an experienced, highly certified team of HubSpot specialists and strategists.

Search & Be Found along with our partner XEN, is the team that produces HubShots, the #1 HubSpot-focused podcast in Australasia.

How does it work?

  • Each month we look after and manage your HubSpot portal, ensuring best practices are in place
  • It's a monthly subscription with no lock-in, you can pause or cancel any time.
  • There's no limits on the number of meetings you request or areas we manage, it's all included.
  • Pricing is based on your HubSpot portal details and the level of automation and campaign creation you require. 
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Administration
Best practices in place, objects and items organised, new users added, security managed, old items archived.
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Strategy and Coaching
Working with you and your team to plan and enable your HubSpot strategy, keeping everyone trained on new features and tools.
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Implementation
All your assets (campaigns, landing pages, forms, emails, workflows, lists) built for you each month.

Expertise across HubSpot Hubs

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Is this for you?


The Virtual HubSpot CRM Manager subscription is ideal for companies who:

  • want to maximise their use of HubSpot
  • want to feel confident the foundations are in place
  • want peace of mind that they are using the product correctly
  • want to avoid hiring a full time person internally to manage it all
  • want immediate access to a team of HubSpot experts with deep knowledge
  • want the flexibility to pause or increase as required
  • want an all you can eat option

Unlock the value of your HubSpot investment.
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This is a good fit for you if:

  • Inherited: You've inherited HubSpot (ie the person who set it up is no longer with the company)
  • Upgraded: You've been using parts of HubSpot for years, but have recently upgraded to a higher tier
  • Expanded: You've added another Hub to your portal
  • Grown: You've grown your use of HubSpot, but haven't kept up with all the new features
  • You are a mid-large company or enterprise
  • You need a team available all year round to look after all the administration of your HubSpot portal
  • You need a team available all year round to help build campaigns, assets and workflows
  • You don't have time to look after all the day-to-day 'stuff' in HubSpot and want that off your plate
  • You don't have an internal CRM Manager already (either you can't afford one, of even if you can afford one, you can't find one!)
  • You want to maximise your use of HubSpot

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This is NOT a good fit for you if:

  • Ad-hoc: You just need ad-hoc help with items (instead see our HubSpot On-Demand option)
  • Irregular: You are mostly happy with your use of HubSpot and what it is achieving for your company, and only need help occasionally
  • Mature internal team: You already have an internal CRM Manager who looks after most of the day-to-day admin and setup items
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This is a good fit for you if:

  • Inherited: You've inherited HubSpot (ie the person who set it up is no longer with the company)
  • Upgraded: You've been using parts of HubSpot for years, but have recently upgraded to a higher tier
  • Expanded: You've added another Hub to your portal
  • Grown: You've grown your use of HubSpot, but haven't kept up with all the new features
  • You are a mid-large company or enterprise
  • You need a team available all year round to look after all the administration of your HubSpot portal
  • You need a team available all year round to help build campaigns, assets and workflows
  • You don't have time to look after all the day-to-day 'stuff' in HubSpot and want that off your plate
  • You don't have an internal CRM Manager already (either you can't afford one, of even if you can afford one, you can't find one!)
  • You want to maximise your use of HubSpot
This is a good fit for you if

This is NOT a good fit for you if:

  • Ad-hoc: You just need ad-hoc help with items (instead see our HubSpot On-Demand option)
  • Irregular: You are mostly happy with your use of HubSpot and what it is achieving for your company, and only need help occasionally
  • Mature internal team: You already have an internal CRM Manager who looks after most of the day-to-day admin and setup items

Current State

An overarching goal of the Virtual CRM Manager subscription is to grow the maturity of your business processes.

No matter your starting point, we work to grow your business efficiency and effectiveness.

Even if your current state is predominantly manual, with little tracking and no way of reporting on effectiveness, there's a path forward for you. 

Future State

A HubSpot portal that is organised, efficient and effective.

With best practices in place across settings, objects, tools and assets.

Combined with automation of all main processes.

And accurate attribution of all activities across contacts, deals and revenue.

Still not sure if this is for you?

No problem.

The first step we always start with is exploring your requirements and quickly confirming whether we think we're going to provide value to you.

If we don't think you'll get value, we'll advise other options for you.

Here's the process

Our Virtual HubSpot CRM Manager subscription covers 5 key areas:

  • 01 Guidance
  • 02 Foundation
  • 03 Best Practices
  • 04 Automation
  • 05 Attribution

It's easy to be overwhelmed and not even know how to best use HubSpot. ('Where do I start?')

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First, let's understand your goals and ensure everyone is going in the same direction. And then make sure HubSpot is facilitating your goals, not hindering them.

Expert guidance and training for your team:

  • Advisory sessions with an experienced HubSpot Strategist 
  • Training sessions across any of the HubSpot tools and hubs

  • Planning sessions to prioritise campaigns and processes
  • Weekly or fortnightly WIP (work in progress) sessions to keep you informed
  • Responsive access to any queries
  • Includes a full HubSpot HealthCheck audit and review in the first month

Ensuring the foundation is optimised

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If you've ever been worried about whether your HubSpot portal is 'set up right', worry no more 

we take care of everything, including: 

  • Settings
  • Contact, deal and ticket properties
  • Marketing contacts management

  • Simple workflows
  • Simple reports
  • Archiving old items (reports, lists, workflows, etc)
  • Simple segmentation
  • Ad platform integration
  • Tracking on website
  • Basic imports

No more quick workarounds or disorganisation of items

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Now that the foundation is in place, it's time to ensure you implement best practices.

We proactively ensure best practices are implemented across your portal, including:

  • Naming conventions
  • Folders
  • Security and user access
  • Advanced segmentation
  • Email preference sets

Automation unlocks Efficiency

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Answers the question: How do I get more with less?

Outcome: Save money

Automation focus includes:

  • Maintaining workflows
  • Building complex workflows to automate business processes across departments
  • Advanced email nurtures


  • Smart internal notifications
  • ABM setup
  • Sales pipelines
  • Sequences
  • Task management
  • Ad audiences and events
  • Conversation Inboxes
  • Ticket pipelines
  • Business process 'recipes'

Attribution unlocks Effectiveness

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Answering the question: What's working?

Outcome: Scale money

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Attribution focus includes:

  • Integration of all data sources (social, paid)
  • Attribution reports
  • Scheduled reports
  • Analysis and Insights
  • Quarterly Insights Review

Outcomes

Here's the key deliverables and outcomes for your HubSpot portal:

Your HubSpot Portal Fully Managed
Best Practices Implemented and Latest Features Utilised
Assets Created and Optimally Maintained
Team Continuously Trained

Subscription Scope

Inclusions and Exclusions

We highly value our customer relationships and we do our best to make sure you're happy with the work we do. We find it helps to make sure we are both on the same page from the start about what's included and what's not to avoid any confusion later on.

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What's included:

  • Guidance: We're available for advisory sessions to guide you in your usage of HubSpot. From initial audits of your portal through to regular strategy sessions for how you can further use the tools, it's all included.
  • Training: Regular training to your team(s) is included. We'll train your team across any areas of marketing, sales, service and CMS functionality.
  • Settings: We keep an eye on all your portal settings, including new options as they roll out, and maintenance of existing items.
  • Objects: Including contacts, companies, deals, tickets, custom objects and more - we ensure your database is maintained.
  • Tools: Ensuring new features are embraced, and often missed tools are incorporated into your regular usage.
  • Best practices: Everything from naming conventions, to managing your marketing contacts.
  • Campaign assets: We'll build out all your marketing and sales campaign assets including pages, lists, forms, workflows, emails, CTAs, reports, dashboards, sequences and pipelines.
  • Automation: Continual, incremental improvement across all your departments, automating processes to unlock efficiency - so your team can focus on being as effective as possible.
  • Attribution: Including integration with your advertising platforms, calling and SMS platforms, to ensure all activity is captured. And then actionably reported on via custom reports and dashboards.
  • Archiving: All those old properties, workflows, lists, forms, reports, pipelines and other items that are no longer used - we'll clean them up for you each month.
  • Analytics & Reporting Setup: Tracking in place with analytics views, integrated with Google Analytics, Google Tag Manager and Google Search Console as required.

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What's excluded:

  • Copywriting: We can assist with key messages for pages but in-depth website copywriting (eg sales copywriting) is not included.
    If required, we can recommend external copywriters for you to consider. 
  • Paid Advertising management: We don't manage advertising campaigns (ie. Google Ads, LinkedIn Advertising, Facebook advertising, etc), but we do work closely with your advertising agency or team to ensure results are integrated into your HubSpot portal.
    If required, we can recommend paid media agencies to consider.
  • Custom website themes: We only use Themes from the HubSpot Marketplace for all page development. We don't build custom templates. We typically use CLEAN theme - the best selling theme on the HubSpot marketplace.
  • Custom integrations: We only have expertise across the HubSpot Marketplace integrations. We don't build custom integrations.

Frequently Asked Questions

Who is this for?
How much does it cost?
Do you have a brochure I can download? Yes, here's a PDF brochure you can download.
Am I locked in? Is it easy to cancel?
What's included in the subscription?
I've just purchased HubSpot - is this a good fit for me?
What's your Capability Maturity Model

Subscription Pricing Estimate

The estimated cost will depend on the number of hubs you want us to manage, the number of contacts, your desired level of automation and the number of campaigns you typically create each month. 

Subscription pricing ranges from AUD $15,000 per month to $2,500 per month (plus GST for Australian customers).

Simply select you requirements in the four questions below and we'll estimate your subscription price.

Note: this is an estimate only - we like to chat further with you to confirm your requirements - but it will put you in the right ballpark.

 


[1] Hubs: This helps us understand the scope of areas we'll manage for you.
Just include the Hubs you'd like us to look after (eg it is fine to just have us manage your Marketing hub, even if you have other hubs)

[2] Contacts: This helps us estimate the level of segmentation and typical management required (Include all contacts ie marketing and non-marketing)

[3] Automation: This helps us understand how much focus we'll put into automating your business processes
- Basic: includes simple automation (eg thank you emails, internal notifications)
- Standard: includes nurture sequences, setting lifecycle stages, branching, deal pipelines, ticket pipelines
- Advanced: includes full business processes including complex sales, marketing and service processes

[4] Campaigns: This helps us estimate the amount of work we'll put into building assets in your portal.
Campaigns include all the standard assets ie landing pages, web pages, forms, lists, emails, CTAs, connecting ad platforms and reports

Subscription Pricing Estimate

The estimated cost will depend on the number of hubs you want us to manage, the number of contacts, your desired level of automation and the number of campaigns you typically create each month.

Subscription pricing ranges from AUD $16,000 per month to $2,500 per month (plus GST for Australian customers).

Simply select your requirements in the four questions below and we'll estimate your subscription price.

Note: this is an estimate only - we like to chat further with you to confirm your requirements - but it will put you in the right ballpark.

[1] Hubs: This helps us understand the scope of areas we'll manage for you.
Just include the Hubs you'd like us to look after (eg it is fine to just have us manage your Marketing hub, even if you have other hubs)

[2] Contacts: This helps us estimate the level of segmentation and typical management required (Include all contacts ie marketing and non-marketing).

[3] Automation: This helps us understand how much focus we'll put into automating your business processes
- Basic: includes simple automation (eg thank you emails, internal notifications)
- Standard: includes nurture sequences, setting lifecycle stages, branching, deal pipelines, ticket pipelines
- Advanced: includes full business processes including complex sales, marketing and service processes

[4] Campaigns: This helps us estimate the amount of work we'll put into building assets in your portal.
Campaigns include all the standard assets ie landing pages, web pages, forms, lists, emails, CTAs, connecting ad platforms and reports.

I'm Interested - What's the next step?

If you are interested in chatting further about the Virtual HubSpot CRM Manager offering:

Want more details?

Fill in the form to request a chat:

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