A white-glove HubSpot onboarding, migration, and operational consolidation plan designed to unify member data, streamline post-sale workflows, improve rebate visibility, and give the PRAXIS S-10 team one trusted view of the member relationship.
PRAXIS S-10 is evaluating HubSpot to replace or consolidate parts of its current stack — Keap, Mailchimp, JotForm, Monday.com, manual spreadsheets, and file-based document storage — and to solve for rebate automation, customer/member portal needs, SharePoint document management, and reporting.
SmartBug's role is to launch HubSpot the right way — with a clean data model, thoughtful onboarding, practical automation, and a rollout plan that supports adoption across the team.
This page reflects an initial implementation planning view and will be finalized after PRAXIS confirms the open architectural and data decisions.
The HubSpot licensing footprint the PRAXIS S-10 implementation is being built against.
HubSpot becomes the central operating layer for post-sale member relationships — one connected view of every member: company details, contacts, communication history, onboarding, service activity, rebate visibility, documents, and follow-up.
Bring member, company, communication, onboarding, and service history into one connected HubSpot record.
Replace spreadsheet-driven processes, manual uploads, and disconnected tools with structured workflows and reporting.
A HubSpot foundation that supports future LMS integration, portal expansion, vendor reporting, revenue visibility, and ongoing operational maturity.
Full white-glove onboarding for Service and Marketing, plus dedicated configuration hours for Data Hub and Revenue Hub — the foundation for every downstream migration and integration workstream.
Sequenced to preserve historical context, kill the manual re-keying PRAXIS S-10 performs today, and land HubSpot as the source of truth for member data.
Move member records, relationships, and history from Keap into HubSpot with de-duplication and validation.
Bring historical member diligence data from JotForm and stored PDFs into structured HubSpot properties.
Create a durable, per-member view of rebate history in HubSpot.
Automatically capture member calls, emails, meetings, summaries, and action items onto the HubSpot member record.
Surface signed proposals, contracts, and agreements directly on member and deal records.
Establish the go-forward member data capture process — retain JotForm or cut over to HubSpot Forms natively.
A transparent view of the Phase 1 hours across every workstream plus PM and contingency. Data Hub sync framework and cross-portal work are excluded pending discovery.
Includes 6 workstreams, project management, and contingency.
Open decisions converted into a fixed, phased SOW with hours per workstream.
One clean view of every line item in the PRAXIS S-10 launch — SmartBug's published Premier Enterprise onboarding rates plus the Phase 1 migration and integration estimate.
Onboarding hours and totals reflect SmartBug's Premier Enterprise package pricing at $175/hr. Migration and integration hours are billed at $195/hr and represent the Phase 1 first-pass estimate — locking into a firm SOW after the open discovery decisions.
A clear line between the Phase 1 commitment, the roadmap items ready to sequence after go-live, and items explicitly outside SmartBug's engagement.
These items are not deferred because they lack value or because HubSpot cannot support them. They are listed as future-phase work because each depends on a PRAXIS decision, third-party system capability, architecture choice, or additional discovery. SmartBug's Phase 1 approach is to build the HubSpot foundation correctly first, then layer in these integrations and advanced experiences once the required decisions and technical inputs are confirmed.
SmartBug's recommendation is to treat Phase 1 as the foundation: member data, onboarding, support, communications, rebate visibility, and reporting. The roadmap items above can then be layered in as separate, well-defined workstreams once PRAXIS confirms the required business and technical decisions.
Confirming these six items lets SmartBug lock the SOW, finalize the estimate, and sequence the first sprint without rework.
Confirm whether historical call notes and transcripts must migrate, or history starts fresh in HubSpot at go-live.
Confirm whether JotForm data is available as a structured CSV export or only as archived PDFs.
Choose whether to retain JotForm or rebuild the forms natively in HubSpot.
Identify additional systems, data shapes, sync direction, and source-of-truth rules before estimating additional sync work.
Confirm the LMS platform next quarter so HubSpot compatibility and integration requirements can be scoped.
These assumptions shape the effort estimate. Material changes to any of them may adjust hours or sequencing.
SmartBug is a leading HubSpot Solutions Partner with deep onboarding, migration, integration, RevOps, and service implementation experience.
"SmartBug helped us collapse four disconnected systems into HubSpot as our operating layer. The migration was clean, the team knew what to keep and what to leave behind, and adoption across our service org was faster than we expected."
"The team takes the time to fully understand your business, which makes their recommendations particularly accurate and relevant. Their approach is structured, thoughtful and solution-oriented — they regularly go beyond what is expected."
"Essential to our onboarding and ongoing enablement in HubSpot, guiding us with deep platform knowledge, thoughtful strategy, and practical implementation support. Balances big-picture thinking with tactical execution."
"The pleasure of working with SmartBug on the implementation and training of our team on the HubSpot CRM. Attentive to our needs, highly responsive, and their deep knowledge was instrumental in designing a system that fits our industry."
A short, sequenced set of decisions and validation steps gets PRAXIS S-10 from this planning view to a locked scope and kickoff.
Confirm HubSpot subscription package and portal architecture.
Run Keap connector validation and confirm historical activity coverage.
Confirm JotForm export format and forms path.
Validate rebate file formats and matching keys.
Finalize migration and integration SOW.
Kick off onboarding, migration, and configuration workstreams.
Once the open decisions land, this Phase 1 view converts into a firm, phased SOW with hours per workstream. The official SOW will be linked here via PandaDoc for direct signature.