CRM Services / HubSpot / HubSpot Managed Services
HubSpot Managed ServicesHubSpot Managed Services
Ongoing HubSpot administration for owners who don’t want to hire a full-time HubSpot admin. Monthly retainer, defined scope, independent HubSpot consultants running the portal.
Most owner-led businesses don’t need a full-time HubSpot admin
A full-time HubSpot admin costs $70K-$110K plus benefits. For most owner-led businesses with 5-50 HubSpot users, that’s overkill — and the work isn’t consistent enough to fill the role anyway. Some months are quiet. Some months you need a new workflow, three new users, a sequence rewrite, and a dashboard rebuild in the same week.
Managed services fill that gap. A defined hour bank every month. Predictable retainer. Experienced HubSpot expertise. You get an admin without the FTE cost — and we’re also available for bigger projects when they come up.
What’s included in HubSpot managed services
User & access management
New users, deactivations, role and team changes, permission set assignments, password resets, and SSO troubleshooting.
Reports & dashboards
New reports built to answer real business questions. Existing reports tuned. Dashboards updated as priorities shift.
Workflow & sequence maintenance
Existing workflows maintained. Small new workflows added. Broken workflows diagnosed and fixed. Sequences refreshed quarterly.
Data hygiene
Duplicate management, list cleanup, property value standardization, and bulk updates handled cleanly.
Small enhancements
New properties, new pipelines, dashboard tweaks, template updates — the “small stuff” that piles up without an admin.
End-user support
Your team has questions. We answer them. They get unstuck without bothering you, and you stop being the HubSpot help desk.
Principle #6: A system that doesn’t evolve is a system that decays. HubSpot portals aren’t set-it-and-forget-it. They need someone watching them. Managed services means someone’s watching — and that someone isn’t you.
How HubSpot managed services work
Onboarding
We document your current portal: object model, workflows, integrations, user permissions, known issues. You get the documentation regardless of whether you stay with us.
Monthly retainer
Defined hour bank each month. Hours roll over for one cycle. Unused hours don’t bank forever — that’s how managed services stay honest.
Request intake
Email or a shared Trello/Asana board. We triage requests, give realistic estimates, and execute against the bank.
Weekly check-in
15-minute weekly call (or async update) so nothing piles up and priorities stay clear.
Quarterly review
Every quarter we review what got done, what’s breaking, and what should be on the roadmap. Adjust scope if needed.
Who this is for
A good fit if you’re…
- On HubSpot but don't have a dedicated admin
- Tired of being the “HubSpot person” as the owner or operator
- Need consistent support but not enough work for an FTE
- Want the portal to keep improving instead of decay
- Need someone who can handle bigger projects when they come up
Not a fit if you want…
- Already have a full-time HubSpot admin
- Don't need any HubSpot work in a typical month
- Looking for the cheapest option per hour
Independent HubSpot Consultants · HubSpot & Salesforce ExperienceMarketing Hub, Sales Hub, Service Hub, CMS Hub, Operations Hub. Engagements start at $3,000.
Not sure where you stand?
Take the 5-minute Succession Scorecard to see exactly where your business sits on a CRM-readiness scale and what to fix first.
Take the ScorecardReady to talk?
30 minutes, no pitch deck. We'll look at your current state, your roadblocks, and what the right path forward looks like.
Book a CallFrequently asked questions
How much do HubSpot managed services cost?
Retainers start at $3,000/month for owner-led businesses. Most engagements land between $3K and $7K/month depending on user count, portal complexity, and how active the system is.
What’s the minimum commitment?
We ask for a 3-month initial commitment so onboarding pays off. After that, month-to-month with 30-day notice.
What happens if we don’t use all our hours one month?
Hours roll over for one cycle. After that, they expire. We’d rather give you smaller retainers honestly than carry forever-balances.
Can you handle bigger projects within managed services?
Yes, up to roughly 1.5x your monthly retainer in a single month. Bigger projects scope separately so they don’t crowd out routine work.
Do you also run HubSpot marketing campaigns?
Yes, within reason. We’ll set up campaigns, build sequences, write workflow copy, and tune lead scoring. We’re not a marketing agency — deep creative or brand work belongs with a specialist.
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