You already have HubSpot. It just doesn't work yet.
This is our most common engagement, and it almost never means starting over. Three admins, five years, and a process that changed twice — we work out what to keep, restructure what is wrong, and set the standard that stops it drifting back.
Nobody breaks a CRM on purpose
It happens one reasonable decision at a time — a field added for one campaign, a workflow built for a process that changed, a pipeline stage nobody removed. Five years later the portal describes a company you no longer are.
Set up, but nobody uses it
The team went back to spreadsheets because the portal never matched how they actually work.
Configured by three people
Five years of well-meant additions, and no single person can say what is still in use.
Automation fights the process
Workflows built for a process you have since changed, still firing against the current one.
Nobody trusts the data
Duplicates and empty fields mean every number gets checked by hand before anyone uses it.
We keep what works
Rebuilding from scratch is rarely necessary and always more expensive. The audit tells us what is still earning its place, and we restructure around it — so your team recognizes the portal they come back to.
Start with a portal audit →The restructuring work
Audit first, then fix in priority order
Two portals of data, sorted into one that made sense
Symplicity came to us with contact and company data spread across two HubSpot instances and duplicated in both. The reconciliation work — deciding which record was authoritative, merging without losing history, and sorting what was left into something usable — is the same work this service does on a single portal.
★★★★★RSM took the reins and migrated our systems into one, systematically helped us clean and sort the data, and made sense of everything. Now we have a fully functioning CRM!
V. Grant · Vice President of Marketing, SymplicityRead the case study →
★★★★★Amazing integration and business CRM development services
J. Redding · RevOps Manager, ADF Solutions
Common questions
Do we need to start over?
Almost never. This is our most common engagement and it is rarely starting from zero — the audit establishes what should be kept versus rebuilt, and we restructure from there.
Will our team lose access while you work?
No. Your team keeps working throughout. Restructuring is sequenced so live operations are not interrupted, and anything disruptive is scheduled with you.
How is this different from an implementation?
An implementation builds a portal. Optimization fixes one you already have — which usually means less work and less cost, because the parts that are still right stay in place.
What if the data is genuinely a mess?
Most are, to some degree. That is why the fixes are ranked: you resolve the expensive problems first rather than trying to clean everything at once.
How long does it take?
It depends on how much needs restructuring, which the audit establishes before you commit. Scope is fixed after that and billed against milestones.
How do we stop it drifting again?
The hygiene standard and documentation are part of the work, not an upsell. Many clients also keep retained hours with a quarterly re-audit, though it is not required.
Make the portal you already pay for work
Start with the audit and you will know what is wrong before you spend anything on fixing it — including whether it needs us at all.
Tell us what your CRM is doing wrong
Book a time directly, or send us a note and we will come back to you — usually the same day. Either way you get a real answer about your portal, not a pitch deck.
Book a meeting
Pick a time that suits you. Thirty minutes, no obligation, and we will look at your portal together.
Open the calendarOr send an inquiry
Tell us what is going wrong and we will come back with a first read on it.