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HubSpot implementation and onboarding, done once
What it takes to set HubSpot up properly for your business: the steps, how long it takes, what it costs in Australian dollars, and the training your team gets.
One implementation, done once, with your team trained to run it.
HubSpot is software for running sales, marketing and customer service from one system. Buying a licence gets you an empty account. Implementation is the work of setting that account up around how your business actually sells: your customer records brought across, your sales stages built, your other software connected, and your team trained to use it.
Ours start from about $7,000, plus the HubSpot licence. A guided build takes four to six weeks. A full build that connects other systems takes eight to twelve.
We have run implementations for 300+ businesses since 2015. Your PM is your builder: the project manager who works out what you need is the same person who sets up your HubSpot account and runs the training, alongside certified HubSpot trainers.
New to HubSpot? Six words this page uses
Portal
Your company’s HubSpot account. Everything we set up lives inside it.
Hubs
HubSpot is sold in parts called hubs: Sales, Marketing, Service and a few more. You can start with one and add others later.
Pipeline
The stages a deal moves through, from first enquiry to signed, shown as columns on a board.
Properties
The fields on each record, like a customer’s industry or a deal’s value.
Workflows
Rules that do a job automatically, like handing a new lead to a salesperson or sending a follow-up email.
Integration and migration
An integration connects HubSpot to another system, like Xero, so the two share records. A migration moves your existing records into HubSpot, once.
Businesses we build for
What is the difference between HubSpot onboarding and implementation?
HubSpot onboarding is a paid service HubSpot sells alongside most of its Professional and Enterprise plans, its two higher price tiers. A HubSpot specialist shows your admin, the person on your team who will look after HubSpot, how the product works over a set number of calls. Implementation is the build itself: someone sets your portal up around how you sell, moves your records across and trains the people who will use it. Plenty of businesses buy onboarding expecting an implementation, and find out partway through that the building is theirs to do.
HubSpot onboarding
Sold by HubSpot and run by one of its onboarding specialists. Over a set number of calls they show your admin how the product works, with advice on importing your data and pointers to add-on apps in HubSpot’s marketplace. Your admin does the building. It costs about A$2,160 for Sales or Service Hub Professional, A$4,320 for Marketing Hub Professional, and up to A$10,080 at Enterprise.
A partner implementation
Run by a HubSpot partner, an agency HubSpot has certified to set its software up for customers. With us, that is the PM who scoped your project. We build the portal with your admin alongside, map, clean and import your data, scope, connect and test each integration, and train every role that uses the portal. Ours start from about $7,000.
HubSpot publishes its fees in US dollars on its onboarding services page (US$1,500, US$3,000 and US$7,000); the AUD figures are approximate conversions. The licence is a separate cost on HubSpot’s pricing page. Last checked October 2026.
A HubSpot partner can deliver onboarding in place of HubSpot’s own, so you do not pay HubSpot’s onboarding fee on top. Compare quotes with that in mind.
Do you need a guided build or a full implementation?
We run two sizes of project. Which one you need, and most of the difference in price, comes down to two things: how much existing data has to move into HubSpot, and how many other systems have to connect to it.
Guided build
4 to 6 weeks12 weeks
From about $7,000, plus the licence. One or two hubs, usually Sales first. Your data comes from spreadsheets or a simple CRM and is imported clean, with ready-made connectors to other apps if you need any. We build the core and your admin builds alongside us.
Suits a smaller team with a capable admin.
Full implementation
8 to 12 weeks with integrations12 weeks
Priced after we have seen the portal. Several hubs sharing the same customer records, a migration from another CRM (often with history), and accounting, ERP, booking or industry systems connected field by field, so each piece of information lands in the right place. We build, migrate, connect and test.
Suits several teams, or a business replacing a CRM it has outgrown.
Our two shapes of implementation. The length is confirmed once we have seen your portal and a sample of your data.
If you are on Starter, HubSpot’s entry-level plan, with a handful of users and one pipeline, you probably need neither. HubSpot’s free Academy courses will get you most of the way, and we will say so on the call.
What we built, and what it moved.
What are the phases of a HubSpot implementation?
Every project runs through the same five phases, whether HubSpot is new to your team or you already use it and it has got messy. The same person runs all five, working inside your portal.
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Take stock of what you have
If HubSpot is new, we learn how you sell, who uses which tool, and where your customer details live today. If you already use it, we list everything in the portal: pipelines, properties, workflows and integrations.
You get a written inventory. Nothing is rebuilt from memory.
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Agree what done looks like
Three workshops of about two hours each: how it works today, how it should work, and the blueprint, a written plan of what we will build. Then the data structure: which records you keep, which fields each one has, and which system holds the master copy of each.
You get a scope you sign off before build, and the length of the project.
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Set up the CRM
The record types (HubSpot calls them objects), pipelines, properties, and the checks that stop the same company being entered twice. A spreadsheet template for each source of data, so it imports cleanly.
You get a CRM your reports can trust.
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Build what your team uses every day
Workflows, a screen set up for each role, website forms, the handover of new leads from marketing to sales, and any integrations, with every shared field written down before anything is connected.
You get working screens, and connected systems.
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Train, then hand over
Sessions with certified HubSpot trainers, written notes, and a short list of what your admin can change alone.
You get a team that runs the portal without us.
The five phases as we run them. Lead scoring (HubSpot rating each lead automatically), sales goals and forecasts wait until the data set up in phase three can be trusted.
Not sure which phase you are in? Tell us where your setup is at.
Book a callHubSpot partnership
We are a HubSpot Diamond Partner and we have been building on the platform for more than a decade, across every Hub.
In practice, that gives you three things:
- A team that has already solved it. Whatever your portal is doing, we have almost certainly seen it before.
- A direct line into HubSpot. For the times something is genuinely broken rather than misconfigured.
- Enough time on the platform to know its edges. Which parts to trust, and which to build over.
17 HubSpot Impact Awards sit behind those three, including Technical Expertise, Platform Excellence, Platform Migration Excellence and Product Excellence. Each one is a real client’s system, with the figures attached. We are also Certified HubSpot Trainers, and we run Brisbane’s official HubSpot User Group.
See the HubSpot workMeet the engineers
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Sophie CostelloAI & Digital Strategist -
Beau LeachDigital Strategist -
Alex BaileyDigital Strategist -
Cassy WoodforthAI & Digital Strategist
Big portals do not get fixed by starting again.
At this size, starting again is usually the riskier option. Three things tend to be true at once:
- Integrations nobody documented. Found by reading what the portal actually does, because nobody remembers.
- A sales team mid quarter. They keep selling right through it.
- A board reading the same dashboard every Monday. It keeps reporting while the model underneath it changes.
So the work happens in place and in the right order, with the reporting still standing while it does, because the alternative is asking a company to stop selling for a quarter.
These are the organisations that trust the work: ASX listed, household names, and businesses running national operations on portals we architected. Most had a live pipeline and a team mid quarter while we did the work, so we plan around that.
- 17HubSpot Impact Awards, 2020 to 2026
- 300+Businesses helped
- 11+Years as HubSpot partners
“Cassy was absolutely amazing. She didn’t just help ‘set up’ HubSpot, but took the time to understand our business, our people, and the unique challenges of recruitment in real estate.”
Trent P
Head of Brand, The Agency · Read the case study
Your CRM stays yours. And it can stay in Australia.
What happens in a HubSpot implementation, week by week?
We build in two-week blocks called sprints, and at the end of each one you see something working in your portal. Here is how the weeks usually fall, and what we need from you in each.
Guided build, 4 to 6 weeks
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Kick-off Week 1
We: Kick-off and project plan. Workshop on how you sell today. Inventory of what exists.
You: Give admin access. Send exports of your spreadsheets or old CRM.
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Blueprint Week 2
We: Workshops on how it should work and the blueprint. Data structure agreed. Import templates sent.
You: Sign off the blueprint. Start filling in the import templates.
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Build Weeks 3 to 4
We: Pipelines, properties, views and the first workflows built. Test import, checked record by record.
You: Your admin builds alongside us. Check the test import.
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Import and training Week 5
We: Full import. Training sessions by role, with written notes.
You: Book the team into training.
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Go live Week 6
We: Go live with two or three people first, then everyone. Handover.
You: Your champions, the two or three people who try it first, test it in real work and tell us what is off.
Full implementation with integrations, 8 to 12 weeks
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Plan Weeks 1 to 2
We: Kick-off, dated project plan, inventory of every system that holds customer data.
You: Name one decision maker. Give admin access to HubSpot and each system being connected.
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Workshops Weeks 2 to 3
We: Three process workshops and the data structure workshop. Nothing is built until the data structure is agreed.
You: Bring the people who do the work to the workshops. Sign off the blueprint.
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Two sprints Weeks 3 to 6
We: The CRM itself, then workflows, views and forms. Field map for each integration.
You: Review each sprint in the portal. Approve the field maps, the written list of which field goes where.
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Integrations and migration Weeks 6 to 9
We: Integrations built and tested. Test migration, then the full migration.
You: Export from the old systems by the agreed date. Spot check migrated records.
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Testing and training Weeks 9 to 11
We: User testing with your team. Training by role.
You: Test real scenarios, including the awkward ones.
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Launch Weeks 10 to 12
We: A soft launch: two champions use it first, then the whole team. Handover notes and admin training.
You: Move the team across, and turn the old system to read only.
What do we need from you before we start?
Projects slip because of slow replies far more often than because of hard technical problems. Have these ready and the dates stay where we set them.
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Super admin access to HubSpot, and to each system being connected
The highest permission level, from whoever owns the accounts, before kick-off.
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One person who can make decisions
A manager with authority over how sales or service runs, at every workshop for the length of the project.
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Exports of what you have now
Your admin pulls the spreadsheets, the old CRM and the lists people keep on the side. First pass in week one, final export by the migration date.
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Your sales process, even roughly
From the sales lead, in time for the first workshop. A whiteboard photo is fine.
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The people who do the work
Two or three users from each team, for the workshops, testing and training.
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Sample documents
The quotes, proposals or forms the CRM has to produce or read, before we start building in phase four.
Not on HubSpot yet? Tell us which plan you are going to buy, and we start from that.
If you want the full list to hold any partner to, read the onboarding deliverables to ask for and what HubSpot onboarding asks of your team.
How much does a HubSpot implementation cost in Australia?
Ours start from about $7,000, plus the HubSpot licence. That is a guided build of one or two hubs. A full implementation with a migration and integrations is priced once we have seen the portal and a sample of your data, because those two things decide the number.
For context, this is our reading of published Australian partner pricing for a partner-led build at a business of about 100 people. Our guide to what a HubSpot build costs a 100 person Australian business explains each band.
| Band | Typical scope | Typical length | Typical range (AUD) |
|---|---|---|---|
| Clean setup | One hub, usually Sales. A pipeline that matches how you sell, properties that mean something, a handful of automations, basic reporting and training. | 4 to 6 weeks | $8,000 to $15,000 |
| Multi-hub with integrations | Two or three hubs, a real migration, two or three integrations that matter, and reporting a leadership team can run a meeting from. | 8 to 14 weeks | $15,000 to $35,000 |
| Revenue architecture | Custom record types, custom code for what HubSpot cannot do on its own, attribution (tracking which marketing produced each sale), and a separate plan for helping people change how they work. | 3 to 6 months | $35,000 and up |
What makes the number move
- How messy your data is. The biggest variable. Ask any partner to quote migration as its own line, after they have seen a sample export.
- Whether anyone has mapped the process. If your sales process only exists in people’s heads, the first phase is finding it. Mapping your sales process before onboarding is the cheapest way to bring a quote down.
- How many integrations, and how unusual. An off-the-shelf connector is a day. A custom integration with your own product or an industry system is weeks.
- How many people have to change how they work. Twelve salespeople is a training session. Eighty people across four teams is a change program.
- Whether one person can decide. Projects where every question goes to a committee cost more than technically hard ones.
Costs that sit outside the implementation
- The HubSpot licence and seats, billed by HubSpot.
- HubSpot’s onboarding fee, unless your partner delivers onboarding in its place.
- Paid connectors or marketplace apps, and a higher HubSpot tier if you need its data sync or custom code features.
- Support after go live, if you want someone to keep looking after the portal.
Why do HubSpot implementations go wrong, and how do you avoid it?
Almost never because of the software. These are the ones we see most, on our own projects and in the portals we inherit from other partners.
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The old system is copied across
Every field, stage and workflow from the last CRM, now in HubSpot. One inherited portal we audited had a separate workflow for every single action.
What we do: An inventory, then a keep, fix or leave behind call on each item. More on CRM implementation.
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Automation before clean data
Automatic lead scores and email sequences running on duplicate records and empty fields.
What we do: Data and pipelines first. Scoring waits until the fields are right.
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Integration before a field map
A sync that overwrites good data. On one portal we were asked to look at, a sync was overwriting where leads came from: a lead that had arrived from Google search read as an offline source two days later.
What we do: A written field map before anything is connected: every shared field, and which system’s version wins when the two disagree.
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Pipeline stages nobody agreed on
Deals pile up in the first stage. At a B2B hardware company, 120-odd leads sat in New.
What we do: Stages that match how the team sells, with a rule for leaving each one. After a clean-up, that board went from 120-odd leads in New to four.
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Go live with testing unfinished
A launch date that arrives before user testing is done.
What we do: A soft launch with two users while testing finishes, and the full team moves once they sign off.
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Everyone at once
The whole company in the same week, and every small issue lands on the admin.
What we do: Two people from each team use it in real work first.
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Nobody owns it afterwards
Six months later, fields multiply and nobody knows which workflows matter.
What we do: A named admin, trained to change fields and workflows, and a short written list of the rules.
From our projects. Where a client is described, it is anonymised.
More on what goes wrong later in the CRM problems that only show up months after onboarding and what a bad HubSpot implementation costs.
What should a HubSpot implementation include?
An example
The Agency, a national real estate group, had about 48,000 contacts in HubSpot and no structure under them: no contact types, territories, income tiers or consent recorded. In a two-month build we set up 18 contact properties, 34 deal properties and 59 lists, archived the dead properties, and gave every live field an owner before anything was scored or sent. Two months later there were 44 qualified deals tracking toward $5 million in yearly commission.
What a proposal should name
Whoever you hire, a proposal should name each of these, or say why it is left out.
- An inventory of what you have now, written down.
- A data structure: which objects, which properties, and which system owns each field.
- Pipelines with stages your team agreed, and what has to be true to move a deal forward.
- Migration as its own line, with a test import before the real one.
- Each integration with a field map.
- Views and reports for each role, starting with the one report leadership reads.
- Training by role, and admin training for whoever owns the portal.
- What happens after go live, and who you call.
And a few things worth leaving until the CRM has run for a month or two: lead scoring, forecasting, attribution reporting and AI agents. They all depend on fields your team has been filling in properly for a while.
Read next.
Guides from the team on HubSpot onboarding, cost and the first months after go live.
- How we onboard clients onto HubSpot
- What happens during HubSpot onboarding
- Map your sales process before onboarding
- Eleven things to demand from an onboarding partner
- What a HubSpot build costs a 100 person business
- A 90-day CRM adoption plan for small teams
- What a HubSpot sandbox protects you from
- Six CRM problems that show up after onboarding
- HubSpot partner in Australia, based in Brisbane
- CRM implementation, without the old mess
What people ask before an implementation.
How much does HubSpot onboarding cost in Australia?
HubSpot’s own onboarding fee is about A$2,160 for Sales or Service Hub Professional, A$4,320 for Marketing Hub Professional and up to A$10,080 at Enterprise. A partner implementation is a separate cost. A HubSpot Solutions Partner can deliver onboarding in place of HubSpot’s own onboarding fee, so compare quotes with that in mind.
How much does a HubSpot implementation cost?
Ours start from about $7,000, plus the HubSpot licence, for a guided build of one or two hubs. A full implementation with a migration and integrations is priced once we have seen the portal. On our reading of published Australian partner pricing, a partner-led build runs from about $8,000 for one hub to $35,000 and up.
How long does a HubSpot implementation take?
Four to six weeks for a guided build of one or two hubs. Eight to twelve weeks for a full implementation with a migration and integrations. You will know your length after the second phase, once we have seen your portal and a sample of your data.
What are the stages of HubSpot onboarding?
Five: take stock of what you already have, agree what done looks like, set up the CRM, build what your team uses every day, then train and hand over. You sign off the scope at the end of stage two, before anything is built.
What is included in a HubSpot implementation?
An inventory, a data structure, pipelines, the data migration, integrations with a field map, views and reports for each role, training by role, and a plan for after go live. A proposal that leaves one out should say why.
Can we implement HubSpot ourselves?
Yes, if you are on Starter with a small team, one pipeline and no integrations. HubSpot Academy’s free courses cover it. Once there is a migration, several teams or a system to connect, a partner usually saves more time than it costs.
Is HubSpot just a CRM?
The CRM is free and sits underneath everything. The Marketing, Sales, Service and other hubs add tools on top of the same records, so you can start with the CRM and add hubs later without another migration.
What are the downsides of HubSpot?
Cost climbs as you add seats, contacts and tiers, and much of the automation needs Professional. Custom objects need Enterprise. Reporting covers most needs but is not a full BI tool. We would rather you know that before you buy.
Can you connect HubSpot to Xero, NetSuite or Salesforce?
Yes, when the other system needs to share a record with HubSpot. We write a field map first, with which system wins for each field, and tell you what will sync. A move onto HubSpot from another CRM is a migration, which we scope on its own.
Do you set up HubSpot lead scoring?
Yes, once the fields are clean enough to score. We set the points from how your team already treats a good lead, run it for a fortnight, and change the points that were wrong.
Where is HubSpot data hosted for Australian businesses?
HubSpot runs a data centre in Sydney, and its data hosting FAQ explains how a portal is assigned to it. We confirm where your portal is hosted in the first phase.
What can our team do themselves after onboarding?
Change a field, clone a workflow, fix a view, and explain the pipeline to a new hire. That is the bar for a finished HubSpot onboarding, and certified HubSpot trainers teach to it.
Tell us where your HubSpot setup is at.
A few lines is enough. You will get a human reply within one business day. After a first call with Matt, one PM plans it and builds it.
Got it, there.
We will be back to you within one business day. Rather not wait? Pick a time with Matt below and skip the email round, or call 1300 71 61 41.