HubSpot
HubSpot does a lot. It was not built for how you work.
We automate the work around HubSpot and connect it to the rest of your stack, including for the many agencies running a recruitment desk on a CRM designed for sales pipelines.
The situation
The gap between what HubSpot assumes and what you do.
HubSpot models a deal moving through a sales pipeline. Recruitment has two pipelines running at once, candidates and clients, against the same role, and the workarounds that bridge that gap are usually manual.
- Candidates and roles forced into objects meant for deals and contacts
- Properties filled in by hand because no integration writes them
- Duplicate contacts from every source that feeds the CRM
- Reporting that answers sales questions rather than yours
What we build
Automation built around HubSpot.
Custom objects and properties
The data model shaped around how you actually work, so candidates, roles and placements stop being squeezed into objects designed for something else.
Data hygiene at the door
Duplicates caught on the way in rather than cleaned up later, records enriched automatically, and invalid contact details flagged before they cost you a conversation.
Workflows beyond the builder
The logic HubSpot workflows cannot express, running as proper code against the API, with the results written back so the CRM stays the source of truth.
Reporting that fits the question
Figures pulled on a schedule into a dashboard built around your metrics, rather than reshaping how you work to suit the standard reports.
Connected to
What we connect HubSpot to.
The systems either side of the CRM, so the record stays true without anyone maintaining it by hand.
Telephony & VoIP
- 8x8
- Microsoft Teams
- and other VoIP providers
Calls logged against the candidate record as they happen, rather than written up afterwards from memory, or not at all. Click-to-dial from the record, and recordings attached where you keep them.
- Gmail
- Outlook
Conversations attached to the right candidate and job automatically, without relying on anyone remembering to BCC the CRM. Bounces and invalid addresses get caught rather than quietly rotting in the database.
Job boards & sourcing
- CV-Library
- Reed
- Seek
One job posted to every board you use, with applications flowing back against the right record instead of into an inbox. Candidate profiles enriched from the sources you already pay for.
Portals
- Timesheet portals
- QuickBooks
- WordPress
- Shopify
Hours from your timesheet portals through to invoicing without anyone re-keying them, even when two vendors use different formats and different billing models. Applications from your own site landing against the right job rather than in an inbox. Finance sees the same numbers the desk does.
Running something not listed here? See everything we connect . If it has an API we can work with it, and if it does not, it usually still has a database.
Process
Four stages. No surprises.
You see a working prototype before money changes hands, and a demo at the end of every stage after that.
- 01
Discovery
We map how the work happens today, find the steps that cost you the most time, and agree what success looks like.
- 02
Free Prototype
You get an interactive prototype on your own device before any invoice, so you can judge the real thing, not a slide deck.
- 03
Build & Demo
We design, build and test in stages, demoing at the end of each one and folding your feedback straight back into the work.
- 04
Launch & Support
QA, deployment with minimal disruption, then ongoing support and maintenance as the business changes around it.
FAQ
Questions we get asked about HubSpot.
Should we move off HubSpot to a proper ATS?
Often not. Switching CRM is expensive and disruptive, and most of the pain comes from the gaps around HubSpot rather than HubSpot itself. We will tell you honestly if we think a specialist ATS is the right answer. It sometimes is.
Can you work within our existing HubSpot setup?
Yes. We build around what you already have rather than rebuilding it, and where a native HubSpot feature covers a need better than anything we would write, we say so and use it.
Do we need a particular HubSpot tier?
API access and custom objects depend on your subscription level, so it varies. We confirm what your tier supports during discovery, before anything is committed. Occasionally the honest answer is that an upgrade costs less than the workaround.
Will this break if our team edits a HubSpot workflow?
It should not. Anything we build is deliberately kept separate from the workflows your team maintains, so the two do not overwrite each other. Where an overlap is unavoidable we document it plainly rather than leaving a trap.
Do HubSpot's API limits get in the way?
Rarely, if the work is designed around them. Jobs are batched and throttled to stay inside your tier's allowance, and heavy processing is scheduled rather than run against the limit during working hours.
Who owns what you build?
You do. The code, documentation and credentials are yours, and the logic sits outside HubSpot rather than inside it, so if you ever move platform, the parts that are not HubSpot-specific carry over.
Get in touch
Tell us what is slowing you down.
Big or small, web or mobile, one workflow or a whole platform. Send us the shape of the problem and we will come back with how we would approach it.
- A reply within one business day
- A free interactive prototype before any invoice
- No obligation and no sales sequence