When you first contact a vendor or partner about a HubSpot integration project, you should leave with knowing what your team needs to achieve, what the proposed work includes and who will take responsibility for delivering it.
Ask for a written scope that identifies the systems, accounts, records and workflows included.
It should specify:
There should also be people in your team that are responsible for overseeing the project. Think responsibilities such as approvals, data governance, access etc.
Separate essential deliverables from items that apply only to your project, such as historical migration, and separately priced work, such as additional workflows. Otherwise, two apparently similar quotes may cover very different jobs.
It is good practice to include a field mapping document before development begins. This should track all the fields that your company uses or would like to get added.
For each field, it should show the source, destination, format, update direction and what happens when values conflict. Agree whether an empty field can overwrite an existing value and which system takes precedence.
HubSpot uses custom identifiers such as Record ID, email and properties requiring unique values for matching imported records. For example, ask what happens if a customer changes their email address, should the integration update the existing contact or create another one? Clarify on how it works before the go-ahead with the data transfer.
Before migration, make sure that the scope of data to be moved over is aligned. Agree the date range, record types, attachments and exclusions before the work begins.
Afterwards, confirm that records retain the correct owners, relationships and relevant history. Require a list of failed or excluded items, with a named person responsible for resolving or accepting each exception.
When testing if the setup in HubSpot works, things to look out for include:
Your deliverables should include test results, unresolved issues and an agreed retry or manual recovery procedure.
Define completion through a customer journey your team recognises.
For example, use an anonymised enquiry from your own records, with permission. Check that it reaches the right HubSpot contact, creates the agreed activity or ticket, assigns the correct owner and supports the intended follow up.
Then test a failure and recovery. Record the expected outcome, actual result and evidence.
Ask for an operational handover and explicit support responsibilities.
The handover should cover:
Transfer credentials securely rather than placing them in general project documents.
Separate defect correction from ongoing maintenance. Agree coverage hours, response expectations and how new requirements or platform changes will be charged.
Talk to NetFarmer about the systems you need to connect and the workflows you want to improve. We’ll help you define the scope, clarify delivery responsibilities and agree what a successful implementation should look like before the project begins.
Set up a quick call with NetFarmer to discuss your HubSpot integration requirements today.