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Many know me for my expertise in digital marketing, a field that is widely understood, but HubSpot consultancy often seems shrouded in mystery.
HubSpot is often positioned as an all in one platform for marketing, sales and customer service. And in fairness, it can be. But simply buying HubSpot does not automatically fix broken processes, messy data or misaligned teams.
That gap between purchasing the software and actually getting value from it is where many businesses struggle. It is also where a HubSpot consultant becomes genuinely useful.
A HubSpot consultant is not there to turn features on and hope for the best. Their role is to shape HubSpot around how your business really works, then help your teams use it confidently, consistently and effectively.
This article explains what a HubSpot consultant actually does in practice, and why that role matters far more than most people expect.
The problem most HubSpot users run into
Most companies adopt HubSpot for sensible reasons. They want clearer visibility of leads, better collaboration between marketing and sales, more automation, and reporting they can trust when making decisions.
What they often end up with looks very different.
It is common to see CRMs filled with properties created ad hoc by different teams, deal stages that do not reflect reality, automations that fire inconsistently, and reports that look impressive but do not answer the questions leadership actually cares about.
In these situations, HubSpot starts to feel heavy rather than helpful. Teams log activity because they are told to, not because the system supports their work.
This is rarely a HubSpot problem. It is almost always a setup and strategy problem.
A HubSpot consultant helps prevent this by focusing on fundamentals rather than features.
Starting with the business, not the platform
The most important part of HubSpot consultancy happens before anyone logs into the portal.
A good consultant starts by understanding how your business actually operates. That includes how leads arrive, how buying decisions are made, how sales conversations progress, where deals stall, and how teams hand work over to one another.
This discovery work is essential. Without it, HubSpot becomes a generic CRM that forces your business to adapt to the tool, rather than the other way around.
A consultant will usually explore questions such as:
• What defines a qualified lead in your business
• How marketing and sales currently interact
• Where data quality breaks down
• Which tasks create friction or duplication
• What leadership needs to see to make confident decisions
The aim is to build a clear picture of reality. Once that exists, HubSpot can be designed to support it properly.
Designing a CRM that reflects reality
One of the biggest areas of impact for a HubSpot consultant is CRM design.
This is not about adding complexity. It is about creating a structure that mirrors how your business works today, while allowing room to scale in the future.
Properties and data structure
Many HubSpot portals suffer from property overload. Fields are added without clear ownership or purpose, leading to cluttered records and unreliable data.
A consultant helps rationalise this by deciding what information genuinely matters, how it should be captured, and when it should be required. This leads to cleaner records, better segmentation and reporting that can actually be trusted.
Pipelines and lifecycle stages
Default pipelines often do not reflect real buying behaviour. Deals jump stages, sit idle, or skip steps entirely.
A consultant redesigns pipelines so stages represent meaningful milestones rather than theoretical ones. This improves forecasting, accountability and alignment across teams.
Clear definitions across teams
Simple terms like lead, opportunity and customer are often interpreted differently by marketing, sales and leadership.
A consultant helps align these definitions so everyone is working from the same understanding. This consistency is essential for automation, reporting and decision making.
Building automation that removes friction
Automation is one of HubSpot’s strongest capabilities, but it is also one of the easiest to misuse.
Poorly designed workflows create confusion, mistrust and manual work to fix mistakes. Good automation quietly removes friction and allows teams to focus on higher value tasks.
A HubSpot consultant focuses on automation that is intentional and reliable. Common examples include routing leads to the right people, triggering follow ups so nothing falls through the cracks, keeping records up to date automatically, and reducing repetitive admin work for sales and operations teams.
The key is restraint. Automation should be easy to understand, easy to maintain, and easy to trust.
Making reporting genuinely useful
HubSpot can surface a huge amount of data. The challenge is deciding what actually matters.
Many teams have dashboards full of charts that nobody uses. A consultant helps reverse this by starting with questions rather than metrics.
Typical reporting questions include where revenue is really coming from, which channels contribute to pipeline, how leads move through the funnel, and where deals tend to stall.
From there, reports and dashboards are built to answer those questions clearly. The result is fewer dashboards, clearer insight, and less debate about whose numbers are correct.
Good reporting should support decisions, not create arguments.
Supporting adoption through practical training
Even the best HubSpot setup fails if teams avoid using it.
Training is therefore a core part of consultancy. Effective training is not a generic walkthrough of features. It is practical, role specific and grounded in real scenarios.
Sales teams learn how HubSpot helps them follow up faster and manage deals more effectively. Marketing teams learn how their activity feeds pipeline and revenue. Leadership learns how to interpret reports with confidence.
When people understand why HubSpot is set up a certain way, adoption improves naturally.
Ongoing optimisation as the business evolves
Businesses do not stand still. Processes change, volumes grow, new products launch and priorities shift.
A HubSpot consultant often supports ongoing optimisation to ensure the platform evolves alongside the business. This might include refining workflows, improving data quality, adjusting reporting, or introducing new features when they genuinely add value.
The goal is not constant change. It is thoughtful iteration that keeps HubSpot aligned with reality.
When it makes sense to bring in a HubSpot consultant
You are likely to benefit from consultancy if you are implementing HubSpot for the first time, if your CRM feels cluttered or unreliable, if automations exist but are not trusted, if reporting does not reflect reality, or if teams use HubSpot inconsistently.
In these situations, an experienced consultant can save significant time, reduce frustration, and prevent expensive mistakes.
What good HubSpot consultancy looks like
At its best, HubSpot consultancy is not about creating dependency.
It is about building a solid foundation, transferring knowledge, and leaving your team better equipped to run the platform themselves.
The outcome should be a CRM that reflects how your business actually works, clear processes across teams, reliable data for decision making, and confident users who see HubSpot as an asset rather than an obligation.
HubSpot is a powerful platform. A HubSpot consultant’s role is to ensure that power is used intentionally and in service of real business goals.
Ready to Supercharge Your HubSpot Experience?
If you're looking to harness the full power of HubSpot for your business, now is the time to act. At Hey Rebels, we specialise in transforming complex challenges into streamlined solutions through tailored strategy, precise implementation, and comprehensive training. Our expert HubSpot consultancy services are designed to drive measurable growth and streamline your digital operations.
Contact us today for a free consultation and discover how our personalised approach can elevate your business. Let us help you create a more efficient, connected, and successful future.
