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Streamline Your Tech Stack w/ HubSpot Operations Hub

Updated: Oct 1, 2024

In today's digital age, data is the backbone of business operations. But with multiple tools, platforms, and software powering your organization, keeping that data clean, synced, and actionable can feel like an uphill battle. This is where HubSpot Operations Hub comes in, acting as a powerful tool to streamline your tech stack, automate processes, and improve data management.


Whether you’re struggling with messy data, disconnected systems, or inefficient workflows, HubSpot Operations Hub can be your secret weapon to achieve operational harmony and business growth. Let’s dive deep into how you can leverage it to streamline operations and create a well-oiled tech machine.



What is HubSpot Operations Hub?

HubSpot Operations Hub is a suite of tools designed to enhance the operational efficiency of your business by improving how your systems, data, and processes work together. From data syncing to custom automation and advanced reporting, Operations Hub connects the dots between your tools, eliminates friction, and ensures your tech stack works like a cohesive unit.


Operations Hub’s main features include:


  • Data Sync: Real-time, two-way syncing across multiple apps and platforms.

  • Programmable Automation: Create custom automations that extend beyond marketing and sales.

  • Data Quality Automation: Automatically cleanse and enrich your data.

  • Custom Properties and Reporting: Enable granular customization of your data for better reporting and insights.


Let’s break down how each of these features can help you streamline your operations.



1. Data Sync: Keep Your Tools in Sync, All the Time

A major challenge for businesses is keeping data synchronized across various tools—whether it’s your CRM, email platform, project management software, or customer service ticketing system. Without proper syncing, your teams are left working with siloed or outdated information, which leads to errors, inefficiencies, and wasted time.


How Operations Hub fixes this:

  • Operations Hub offers two-way data sync, meaning that changes made in one tool are immediately reflected in all other connected systems. This real-time sync ensures that everyone, from sales to support, is working off the same, up-to-date information.

  • It also offers no-code data integration, allowing non-technical teams to set up integrations between HubSpot and over 100 third-party applications without the need for a developer.


Example use case: Let’s say you’re using HubSpot CRM alongside an external billing tool like QuickBooks. With Operations Hub’s data sync, whenever a new deal closes in HubSpot, a corresponding customer record is automatically created in QuickBooks. Similarly, any updates made in QuickBooks (like a payment received) are reflected back in HubSpot, keeping both teams aligned.


2. Programmable Automation: Automate Beyond Marketing and Sales

HubSpot’s standard workflow automation tools are already a game-changer, but Operations Hub takes automation to the next level with programmable automation. This feature gives you the flexibility to automate complex, multi-step processes across different business functions—not just marketing or sales.


How to leverage programmable automation:

  • Operations Hub lets you build custom workflows using JavaScript to solve unique business challenges. For example, you can automate lead assignment based on multiple variables like geography, industry, and historical behavior.

  • You can also automate operational tasks, such as syncing databases, generating reports, or updating properties based on complex calculations or data from external systems.


Example use case: Imagine you want to automate customer onboarding after a deal is closed. You can create a custom workflow that automatically triggers when a deal reaches “Closed-Won” status. This workflow can send a welcome email to the customer, notify the support team to schedule a kickoff call, and create a task in your project management tool—all while syncing data across different platforms.


3. Data Quality Automation: Clean Data = Better Business Decisions

Bad data can cripple your business. Duplicate entries, incomplete records, and inconsistent formats lead to wasted resources and flawed decision-making. Operations Hub helps businesses keep their data clean and actionable with data quality automation.


How it improves data management:

  • With data validation rules, you can ensure data entered into your CRM follows the correct format (e.g., email addresses, phone numbers, or dates).

  • Use automated data cleansing to remove duplicates, standardize fields, and enrich missing data. HubSpot’s AI-powered tools help spot inaccuracies and inconsistencies in your data and fix them without manual intervention.


Example use case: If you’re dealing with a lot of duplicate entries in your CRM (e.g., the same lead being added multiple times by different teams), you can set up a data quality workflow that automatically detects and merges duplicate records based on email, phone number, or other unique identifiers.


4. Custom Properties and Reporting: Tailor Data to Your Needs

Every business has its own unique needs, which means you’ll likely need to track custom data points that don’t come standard with HubSpot. Operations Hub lets you create custom properties and reports, so you can capture the exact information that matters to your business.


How to customize your HubSpot data:

  • Create custom properties to store information unique to your business, such as subscription renewal dates, industry-specific information, or custom scoring criteria.

  • Use these custom properties to build detailed reports that provide insights into your performance, allowing you to track metrics that align with your goals. You can even combine data from multiple systems to create holistic reports that give you a clearer picture of your operations.


Example use case: Let’s say your SaaS company tracks customer renewal dates. You can create a custom property in HubSpot for renewal dates, then set up a workflow to notify your team 30 days before a renewal is due. Combine this with a custom report that shows upcoming renewals, and you’ve got a proactive approach to customer retention.


5. Improved Operational Efficiency: Streamline Workflows Across Teams

One of the biggest advantages of Operations Hub is how it enables operational alignment between teams. By automating and syncing processes, teams across sales, marketing, and customer support can work together more efficiently, improving overall productivity.


How it drives efficiency:

  • Set up cross-functional workflows that automate processes between teams. For example, automate lead handoffs between marketing and sales, or set up customer service workflows to automatically escalate issues to relevant departments.

  • Automate data sharing across platforms, ensuring that all teams have access to the same information in real-time, which minimizes bottlenecks and delays caused by outdated or siloed data.


Example use case: Imagine your marketing team runs a webinar and generates leads. Operations Hub can sync attendee data from your webinar tool into HubSpot, automatically assign leads to sales reps based on their engagement during the event, and trigger follow-up emails to leads who didn’t attend—all without manual intervention.


HubSpot Operations Hub is Your Secret Weapon for Growth


The HubSpot Operations Hub is more than just a data management tool—it’s a comprehensive platform designed to help businesses streamline their tech stacks, improve operational efficiency, and manage their data like pros. Whether you’re automating complex workflows, syncing data between disparate tools, or ensuring data cleanliness, Operations Hub empowers your business to work smarter, not harder.

By centralizing and automating operations, you can eliminate the headaches of data management, free up time for strategic work, and ultimately, position your business for faster, more scalable growth.


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