About

* PROJECT * HubSpot Sales Hub Pro – Lean SMB Setup for a First-Time CRM Owner * ABOUT US * Brainvictus is a Canada-based technology broker for SMBs. We chose HubSpot Sales Hub Pro. We are NEW to CRM and want a clean, minimal setup that we can actually use on day one. No Marketing Hub. * FIXED PRICE AND TIMING * Fixed price: 1,050 (platform currency). Timeline: 5–7 calendar days from contract start. Milestone-based. No hourly overages. * WHAT WE NEED (YOU LEAD, WE REVIEW) * You will propose and implement a simple sales process and automations that fit a small team. Assume we have never used a CRM. Provide short SOPs and a recorded walkthrough. * SCOPE (MUST-HAVES; HARD LIMITS TO AVOID SCOPE CREEP) * 1) Objects, data, and pipeline (you propose; we approve) - Configure Contacts, Companies, Deals with ONE sales pipeline. - You propose stage names, entry/exit criteria, and required fields (we approve). - Create these custom fields: Seat Count, ARR/MRR, SSUM Tag, Partner/TSD, Lead Source, Stage SLA. - Provide a CSV template and perform ONE import pass (up to 2,000 contacts and 200 companies). Dedupe rules: email for Contacts, domain for Companies (you document exceptions). 2) Core automations (keep it simple and observable) - Lead capture to owner assignment with SLA timer and breach alert. - Up to 3 AI-assisted email sequences (drafts require human approval). - Stalled-deal nudges based on inactivity (you propose thresholds). - Closed-won handoff: create a small task bundle and set a renewal date. - Quotes/e-sign working end-to-end (HubSpot Quotes OR DocuSign; pick one). - Up to 10 workflows total and 3 dashboards (Funnel/Velocity, Forecast, SLA). 3) Integrations (one of each) - Microsoft 365 email + calendar connected to one user. - One meetings link. - Calendly connected. - Private App created (our admin) and Make/Zapier connected via that token. - No custom code beyond HubSpot workflow code snippets. 4) Documentation, training, and handoff (you own clarity) - Architecture diagram or schematic (can be a simple slide). - Workflow list with owner, trigger, action, and rollback notes. - Naming standard (example prefix: OPS(QM)-…). - 10 pages of SOPs maximum (short and practical) covering: adding a lead, working a deal, sending a quote, reading dashboards, what to do when an SLA breaches. - 30–45 minute recorded walkthrough and 30 minutes live Q&A. * NICE-TO-HAVES (QUOTE SEPARATELY, NOT INCLUDED IN 1,050) * - Website chat widget or lead enrichment. - Slack/email signals for high intent beyond the basic SLA alerts. * OUT OF SCOPE (UNLESS QUOTED AS ADD-ON) * - Marketing Hub assets or campaigns. - Multiple pipelines or custom objects. - Data warehouse/BI or complex code apps. * SECURITY, ACCESS, AND OWNERSHIP * - Primary Sales seat: 1 user (provided after hire). - Automation Admin user: Super Admin (no paid seat) will create Private App tokens. - Freelancer receives a temporary user with MFA and least-privilege; no billing access. - All assets/configs/tokens belong to our company. NDA will be part of the Upwork contract. Access removed at handoff; tokens rotated. - Follow Canadian privacy basics (PIPEDA; Québec Law 25), which is very similar to GDPR. * MILESTONES AND PAYMENTS * 1) Design sign-off (20%): deliver proposed pipeline (stages + criteria), field list, automation plan, and UAT checklist for our approval. 2) Core build complete (50%): objects, fields, pipeline, up to 10 workflows, integrations, quotes/e-sign, 3 dashboards. 3) UAT + handoff (30%): run UAT with us, fix defects, deliver docs, recording, and remove access. * USER ACCEPTANCE TEST (UAT) CHECKLIST (PASS/FAIL) * - New test lead submits a form → assigned owner within 2 minutes; SLA timer visible; breach alert test works. - One sequence sends an AI-draft email for approval (not auto-send) and logs the activity. - Stalled-deal nudge fires after the agreed inactivity threshold on a test deal. - Quote created and e-signed on a test deal end-to-end. - Dashboards show pipeline, velocity, forecast, and any SLA breaches. - We can add a contact, create a deal, move stages, and see the next task without asking for help. * WHAT TO INCLUDE IN YOUR PROPOSAL * 1) 3–5 examples of similar small-business HubSpot builds (screenshots or links). 2) Your default stage map for a simple pipeline and the entry/exit criteria. 3) How you implement SLA timers and stalled-deal nudges in 5 steps. 4) Your timeline for this scope and what you need from us on day 1. 5) One common red flag you see in first-time CRM setups and how you prevent it. * NOTES * Favor simplicity over features. Minimal required fields. Plain-English labels. Version and name workflows clearly. Document any AI credit/usage limits that could affect cost later.