3 Features to Maximize the Usage of Your HubSpot Instance

As a growing business, a robust marketing automation platform like HubSpot can be your closest ally to support your modern marketing endeavors. 

It can help you streamline complex processes, build lasting relationships with customers, and empower them to reach their goals. However, many businesses find it challenging to make the most of their HubSpot instance. 

Whether you're soaring high in the realm of success or still climbing, there's always space for enhancing different facets of your strategy to transform your HubSpot platform into an even more efficient revenue generator.

The HubSpot growth stack includes plenty of useful tools and features for sales, marketing, and support teams to help you maximize the use of your HubSpot investment.

In this blog post, we’ll talk about how you can make the most of your HubSpot instance for effective lead nurturing, better ROI, and fostering meaningful relationships with your customers. 

3 New Features of HubSpot That You Should Use to Rev Up Your Marketing Operations

Strengthening the use of your HubSpot instance is foundational to your business success. It is simply designed to reinforce the impact of your marketing efforts. There are several elements and features within HubSpot and when you get each of them right, that’s when you can maximize the usage of your HubSpot investment. Here are the features we are referring to:

1. Create ‘Quotes’ Within Your Portal 

Let us ask a question. When a potential customer approaches you with a particular problem and shows faith in your business to provide them with an end-to-end solution, how do you go about presenting them with an SOW? 

Well, it’s such a common situation in the business world that we already have the answer. You need MS Word or Adobe Acrobat and may separately invest in the purchase of DocuSign, which is a proven way for eSignatures on different devices. 

So much spending and it might still only be worth a dime a dozen. Next, you will create the SOW or MSA in an MS-Word or PDF format, export and import it into DocuSign, and then receive it back with the required signature. You will then download the document and save it in HubSpot or another system you use. 

Quite time-consuming, right? Also, this process does not ensure the security of your SOW or the terms and conditions mentioned in it. The good news—is HubSpot has a solution!

The Solution

We used HubSpot’s ‘Quotes’ feature and here’s what we discovered to our advantage: 

• You can use the pre-built functionality of setting templates, where you can add details such as 

1. Company details
2. Quote title
3. Terms & conditions

• You can define the product line including the codes for your products and the prices—actual and discounted prices, right in the Quotes window.
• You do not need a third-party tool to sign the document or get it signed by your customer. The authorized party can leave their signature via Quotes.

• You can add any comments for the buyer, where you can define specific terms such as payment plan period and customer’s detail.
• Further, you can also create company, contact, and deal using the Quotes feature of HubSpot.  

Now whenever a customer approaches you with their business needs, you can create estimates, share the proposal with your customer, and prepare the SOW in HubSpot itself. Also, when a customer disagrees with your terms or prices, make the necessary alterations then and there and offer them discounts as suitable. 

In a nutshell, HubSpot’s Quotes feature allows you to keep every object and team, be it Sales, Marketing Automation, Admin, or Accounts, in one place, and streamline your client management process. In addition, your customer will also have a complete view of the contract and once they sign it, you will receive an automated email notification confirming the same.

Bonus point: You can restrict the access to selected stakeholders when it comes to the right to edit the Quote templates or view them. 

Also, depending on the changing roles and responsibilities of people in your organization, you can always change and update the access rights for Quotes. 

How Does ‘Quotes’ in HubSpot Benefit Your Business? 

Talk about the benefits and there are several—saying from our experience, obviously! 

• The foremost advantage is that HubSpot’s Quotes ensure complete security. 
• Limited View and Edit access to the quotations makes sure that no one can make changes to the terms and conditions, decisions, or template objects at the eleventh hour. 
• Despite the restricted access feature, you can alter the terms for a particular customer at a particular point in time. 
• ‘Quotes’ is easy to use and anyone can create or edit the templates without any technical know-how. 
• You do not need to fear the loss of any important information or any SOW when using Quotes, as all the quotations are stored in one place. 
• All information and contracts get organized with any data silos removed.
• ‘Quotes’ is a much-needed repository for your SOWs or MSAs that provides easy access to these important documents that your organization cannot afford to misplace at any point of time.

• When an SOW is nearing completion or expiry, you will get an automated notification. Thus, you can renew the contract in question well in time. 
• Any risks of change of terms and conditions or prices get eliminated. 

The Impact You Can Expect

• When you leverage quotes, you will experience improved security of SOWs and their storage. 
• Along with this, you will have a defined process for all your product and service lines, with pricing well defined for each of them. 
• You will have pre-built templates for quotations that you can replicate and alter whenever required.

2. Use ‘Tasks’ for Sales… and Much More

You must have heard your Sales team talking about ‘Tasks’ and why not, when HubSpot itself boasts of it as a command center for sales reps. 

HubSpot’s ‘Tasks’ is quite popular among sales personnel because it gives them easy access to all the information that they need to convert leads into customers. Usually, your sales reps keep struggling with different tools for different bits of information and no single way that could connect those tools with each other. With the Tasks app in HubSpot allowing them to deliver delightful customer experiences, voila! 

But why should we not try and look beyond? What’s stopping us from reaching the app deeper? Well, at Growth Natives, nothing could hold us back and we are glad we scouted it to 360 project management and view. 

Here’s What ‘Tasks’ Is for: 

In the past, we have used other renowned agile project management tools for managing our projects and tasks. We know in and out of these tools and how these provide a kanban view of the progress of all your projects running in parallel. 

In these tools, there are cards that you can easily edit and move from one place to another or even from one board to another, and there are tags you can add for stakeholders adding priorities and deadlines for each task. In some cases, you can also add sub-tasks such as in Asana to get a clear view of tasks running in one project. 

But with the ‘Tasks’ app in HubSpot, you can do more. 

It not only helps you track the progress of different tasks but also different teams. 

• Depending on the requirement, one team manager can decide and raise a ticket to one of their own team members or another team member within the organization, simply by tagging the person in question.  

Note: You can tag one person at a time.

• Using the app, it is easy to add all the project or task details including task title, assignee, company/ contact associated with it, due date, and any comments. 

• As required, the assignee can further assign the task to a team member by tagging and specifying the due date (changing the same if needed). Also, it is possible to set reminders for the assigned tasks.
• When a task is assigned, the assignee receives an automated email notification along with a due date reminder. 

• The best bet—you can fetch a client- or project-based report any time you want as well as look at a particular employee’s task list. 

How Does ‘Tasks’ in HubSpot Benefit Your Business? 

The Tasks app offers several advantages for your other departments over what it does for your sales personnel. 

• With Tasks, you don’t need to switch from one tab to another or from one tool to another to manage your different projects. 
• Simply log in to your HubSpot portal and store all your sales conversations as well as align your overall projects and tasks. 
• Streamline to and fro of your tasks in progress and keep a track of each task’s current status. 
• Also, keep an eye on each team member’s productivity and each team’s collective progress. 
• Keep a clear view of all tasks scheduled for a project or customer. 

The Impact You Can Expect

• Leverage ‘Tasks’ in HubSpot as your one-stop solution for managing all tasks and tracking their progress along with different teams’ productivity. 
• Speed up your project management process and improve productivity. 
• Cut costs significantly as you don’t need to invest separately in project management tools. 

3. Prospect Tool

It is a HubSpot tool that tracks your visitors’ IP addresses for each page view through the HubSpot tracking code. It then collects the visitors’ company information and creates a record with anything that’s publicly available like the company name, industry, size, annual revenue, size, and location. Even if you've excluded certain IP addresses from analytics tracking, the website visits tool will still capture visits from those addresses.

For smaller businesses and individuals without dedicated IP addresses, the tool will identify them by their internet service provider (e.g., Comcast, Cox, Verizon). By default, the website visits tool filters out these instances using the 'Internet service provider | is equal to | false' filter. You can remove this filter by clicking the 'x' filter. The HubSpot tracking code is automatically installed on your HubSpot pages. To view the website visit report in HubSpot:

• Enter Website Visits in your HubSpot account’s global search bar. 
• Click Website Visits.

Once the tracking code is embedded, prospects will appear in the prospects tool as they visit your tool. And to segment your prospects, you can create filters or use the search bar to search for prospects by keywords, such as a state or country. 

The Bottom Line

By getting these features right, you can maximize the usage of your HubSpot investment and be on your way to generating more leads, witnessing better ROI, and providing a stellar customer experience. Remember, the true power of HubSpot lies in your ability to adapt and innovate as your business grows and evolves.

Ready to Maximize the Usage of Your HubSpot Investment? Let’s Talk!

Write to us at info@growthnatives.com and we’ll get back to you.