HubSpot CRM Automation & Integration Specialist Needed
We are looking for an experienced HubSpot automation specialist to build a fully automated CRM workflow for Sick Trophies, a custom trophy manufacturing business.
This is not a blank-slate project and not a marketing role.
The business process is already defined. We need someone who can implement it cleanly, logically, and reliably inside HubSpot.
The end goal is a system where one employee can log in each morning, look at dashboards, and immediately know:
Who needs to be contacted
What stage every order is in
What action needs to happen next
No manual tracking. No guessing.
Process You Will Implement
1. Lead Intake & Auto Response
Inbound leads come from ads and contact forms into HubSpot
Leads enter a Lead stage
Automatic email response is sent immediately (or next business day)
Dashboard shows:
New leads since last login
Open leads requiring action
2. Lead Qualification
Sales rep reviews leads
Uses saved HubSpot email templates to respond
Once first email is sent:
Lead moves from Lead → Qualified Lead
Negative responses automatically move to Closed – Not Interested
Lead stage remains clean and only contains unworked leads
3. Deal Creation & Engagement
When a lead responds:
A Deal is automatically created
Deal moves into the first active stage (Design / Engagement)
All communication happens inside HubSpot
Dashboard shows deals awaiting response or action
4. Invoicing & Payments
Invoices are created and sent directly from HubSpot
Payments collected via HubSpot Payments
Deal stages update automatically:
Invoice Sent
Invoice Paid
Newly paid orders are clearly visible on dashboards
Paid invoice data can be pushed to QuickBooks (one-way sync is fine)
5. Production & Order Tracking
After payment, deal moves to Production
Customer automatically notified when order enters production
Deal properties include:
Rush order (Yes/No)
Expected ship date
Delivery date
Shipping method
Industry / category (sports type, event type, etc.)
6. Shipping Integration
When marked Ready to Ship, order is sent to ShipStation
Tracking number is returned to HubSpot
Customer automatically receives tracking email
Deal closes automatically once shipped
Zapier or middleware is acceptable if needed.
Dashboards (Critical)
You will build clean, action-based dashboards such as:
New leads since last login
Leads awaiting first contact
Deals awaiting customer response
Invoices sent but unpaid
Orders in production
Orders ready to ship
Orders shipped today
Dashboards must be simple and operational, not vanity metrics.
Cleanup & Finalization
Reassign existing leads and deals from former employees
Remove or fix conflicting automations
Ensure deal stages, properties, and workflows are aligned
What We’re Looking For
Strong HubSpot workflow and deal pipeline experience
CRM automation and business process logic
Experience integrating HubSpot with payments, shipping, and accounting tools
Ability to execute a defined process without overengineering
Engagement
Fixed-price or clearly scoped project preferred
Potential ongoing support after implementation
Apply Now
Apply Now
This is not a blank-slate project and not a marketing role.
The business process is already defined. We need someone who can implement it cleanly, logically, and reliably inside HubSpot.
The end goal is a system where one employee can log in each morning, look at dashboards, and immediately know:
Who needs to be contacted
What stage every order is in
What action needs to happen next
No manual tracking. No guessing.
Process You Will Implement
1. Lead Intake & Auto Response
Inbound leads come from ads and contact forms into HubSpot
Leads enter a Lead stage
Automatic email response is sent immediately (or next business day)
Dashboard shows:
New leads since last login
Open leads requiring action
2. Lead Qualification
Sales rep reviews leads
Uses saved HubSpot email templates to respond
Once first email is sent:
Lead moves from Lead → Qualified Lead
Negative responses automatically move to Closed – Not Interested
Lead stage remains clean and only contains unworked leads
3. Deal Creation & Engagement
When a lead responds:
A Deal is automatically created
Deal moves into the first active stage (Design / Engagement)
All communication happens inside HubSpot
Dashboard shows deals awaiting response or action
4. Invoicing & Payments
Invoices are created and sent directly from HubSpot
Payments collected via HubSpot Payments
Deal stages update automatically:
Invoice Sent
Invoice Paid
Newly paid orders are clearly visible on dashboards
Paid invoice data can be pushed to QuickBooks (one-way sync is fine)
5. Production & Order Tracking
After payment, deal moves to Production
Customer automatically notified when order enters production
Deal properties include:
Rush order (Yes/No)
Expected ship date
Delivery date
Shipping method
Industry / category (sports type, event type, etc.)
6. Shipping Integration
When marked Ready to Ship, order is sent to ShipStation
Tracking number is returned to HubSpot
Customer automatically receives tracking email
Deal closes automatically once shipped
Zapier or middleware is acceptable if needed.
Dashboards (Critical)
You will build clean, action-based dashboards such as:
New leads since last login
Leads awaiting first contact
Deals awaiting customer response
Invoices sent but unpaid
Orders in production
Orders ready to ship
Orders shipped today
Dashboards must be simple and operational, not vanity metrics.
Cleanup & Finalization
Reassign existing leads and deals from former employees
Remove or fix conflicting automations
Ensure deal stages, properties, and workflows are aligned
What We’re Looking For
Strong HubSpot workflow and deal pipeline experience
CRM automation and business process logic
Experience integrating HubSpot with payments, shipping, and accounting tools
Ability to execute a defined process without overengineering
Engagement
Fixed-price or clearly scoped project preferred
Potential ongoing support after implementation
Apply Now
Apply Now