About us
We're a boutique pre-owned business-jet brokerage with a small team (4 sales seats). We handle two transaction types: sell-side (brokerage / listings) and buy-side (acquisition). We're on HubSpot and downgrading from Enterprise to **Sales Hub Professional** at year-end, removing Marketing Hub. We need our CRM foundation configured cleanly for how we actually work — not a generic template.
Scope of work
A focused configuration build on standard objects only (Contacts, Companies, Deals — no custom objects, since we're leaving Enterprise). Our two deal pipelines are already largely built and well-structured. This is consolidation, finishing, and clean reporting — not a rebuild.
1. Pipelines
- Consolidate from three pipelines to two: Brokerage (sell-side) and Acquisition (buy-side).
- Fold the redundant third pipeline ("Consulting") into a deal Type property and migrate its record(s).
- Clean up stage setup and stage-based properties on the two remaining pipelines.
2. Deal structure
- Build a clean set of aircraft deal properties: Make/Model, Serial Number, Tail #, Year, Deal Type, Side (Buy/Sell), Fee/Commission.
- Set sensible required fields and stage logic.
3. Associations
- Establish and document a consistent Contact ↔ Company ↔ Deal association model, with labels (e.g., Owner, Buyer, Broker, Operator), so every deal shows the right people and company, and every contact shows their deals.
4. Contact framework
- Create a Contact Type property (Owner / Buyer / Broker / Operator / Vendor-MRO / Other) and a clean lifecycle setup. (Bulk cleanup of existing records is out of scope — see below.)
5. Interface & per-user daily dashboards
- Clean up the record layouts. Customize the deal, contact, and company record pages so the fields that matter (aircraft details, deal type, key associations, next step) are front-and-center and unused clutter is hidden.
- Build a "Start My Day" home dashboard for each of the 4 users so each person opens HubSpot to a clear view of their day: tasks due and overdue today, today's meetings, their open deals by stage, deals with no recent activity (going stale), and follow-ups due. Set it as each user's default landing view.
- Provide a shared set of saved deal/task views the team can reuse.
6. Owner reporting dashboard (for the principal)
- Build a single revenue & pipeline dashboard that gives the owner a clear handle on where things stand:
- Pipeline value by stage and by pipeline (Brokerage vs Acquisition)
- Closed-won revenue by month / quarter / YTD
- Win rate, and average deal size + sales-cycle length
- Deals closing this month / this quarter
- Revenue and open pipeline by owner (rep performance)
- New deals created (top-of-funnel activity)
- Note: our deal "Amount" field represents our broker fee / commission, not the aircraft price — revenue reporting should be fee-based.
7. Handoff
- A short written summary of the structure and dashboards, and a 20–30 minute walkthrough call with our team.
Out of scope — do NOT quote for these
- Cleanup, deduplication, or typing of our existing ~29,000 contact records (handled internally).
- Marketing Hub, custom objects, API/integration work, or automation beyond basic deal logic.
Required qualifications
- HubSpot-certified admin with a portfolio/references.
- Experience with deal-based / SMB sales CRMs (brokerage, real estate, M&A, or similar high-value, low-volume sales).
- Fluent in associations, custom properties, pipelines, record layouts, saved views, and dashboards on Sales Hub Professional.
- Clear communicator who can work from a spec and show their work.
Engagement
- Fixed-fee, milestone-based. Target budget: $2,500–$3,000.
- Estimated effort: a few days for an expert (the dashboards and views are a quick add, not a separate project). Timeline: ~1–2 weeks.
- Suggested milestones: (1) pipeline consolidation + deal properties; (2) associations + contact framework; (3) interface, per-user dashboards, owner reporting dashboard + handoff.
To apply, please include
- 2–3 examples of HubSpot Sales Hub builds you've delivered (ideally deal-based businesses), including any dashboards.
- Your HubSpot certification(s).
- One paragraph on how you'd approach our Contact/Company/Deal association model — so we can see you understand the structure, not just the clicks.
-Briefly, how would you structure the Contact ↔ Company ↔ Deal associations for a business like ours?
-Are you HubSpot certified? Link your profile/portfolio.