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Virtual HubSpot Manager

Comprehensive, Proactive Management of your HubSpot Portal

Including administration of your portal settings, users, objects, tools and business automation, plus creation of assets (landing pages, lists, workflows, forms, emails, reports) for marketing and sales campaigns


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The XEN Virtual HubSpot Manager subscription

In a nutshell

A monthly managed service subscription (cancel anytime), where we take care of your HubSpot portal, ensuring it is organised and well implemented. As well as training your team and making sure you use HubSpot to its fullest. 


What to expect: Peace of mind 

You'll have a team of experienced HubSpot experts at the ready - available all year round (no need to worry about people going on holidays or off sick) - to proactively manage your HubSpot portal.

Ensuring best practices are implemented, assets are created, your staff are trained, and HubSpot functionality is used to its fullest.

An all-inclusive subscription, giving you peace of mind and immediate access to HubSpot experts.

For many businesses, this allows you to avoid having to hire another employee (ie saving you the cost of an FTE), or free up an existing employee to work on higher value items.

HubSpot Virtual CRM

Your Questions Answered:

How Virtual Manager brings clarity to your business

Your expert HubSpot team


We've been using HubSpot as our own CRM platform since 2012 and serving HubSpot customers since 2013, across a range of industries and company sizes.

As a XEN customer you gain access to an experienced, highly certified team of HubSpot specialists and strategists.

XEN, along with Search and Be Found, are the team that produce HubShots, the #1 HubSpot focussed podcast in Australasia.

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How does it work?

  • Each month we look after and manage your HubSpot portal, ensuring best practices are in place.

  • It's a monthly subscription with no lock-in, you can pause or cancel any time.

  • There's no limits on the number of meetings you request or areas we manage, it's all included.

  • Pricing is based on your HubSpot portal details and the level of automation and campaign creation you require. 

  • The optimal mix of Administration, Strategy and Implementation.


Best practices in place, objects and items organised, new users added, security managed, old items archived.

Strategy and Coaching

Working with you and your team to plan and enable your HubSpot strategy, keeping everyone trained on new features and tools.


All your assets (campaigns, landing pages, forms, emails, workflows, lists) built for you each month.

The HubShots Framework

We use the HubShots Framework to proactively manage your HubSpot portal.

The HubShots Framework is a 5-Stage Plan for getting the most out of your HubSpot investment.

The five stages take you from basic survival to an approach of continuous improvement in your use of HubSpot.

Stage 1: Foundation
Stage 1: Foundation

A focus on:

Setup your portal and make sure the basics are in place and everyone has access.

Stage 2: Enablement
Stage 2: Enablement

A focus on:

Track all the key interactions including page views, email opens, ad clicks, social media engagements, sales activities and support conversations.

Stage 3: Efficiency
Stage 3: Efficiency

A focus on:

Get all your key marketing, sales and service processes automated, with the right people notified and your contacts nurtured.

Stage 4: Effectiveness
Stage 4: Effectiveness

A focus on:

Be able to confidently identify what is working and why.

Stage 5: Empowerment
Stage 5: Empowerment

A focus on:
Continuous Improvement

You are freed up to proactively use the latest tools and grow your business results.

Full details of the HubShots Framework is available here, and the video below walks you through the approach:


Expertise across HubSpot Hubs

Is this for you?


The Virtual HubSpot Manager subscription is ideal for companies who:

  • want to maximise their use of HubSpot across Marketing Hub, Sales Hub, Service Hub and CMS Hub

  • want to feel confident the foundations are in place

  • want peace of mind that they are using the product correctly

  • want to avoid hiring a full time person internally to manage it all

  • want immediate access to a team of HubSpot experts with deep knowledge

  • want to keep their HubSpot momentum going (eg if a key HubSpot person internally has left)

  • want the flexibility to pause or increase as required

  • want an all-inclusive (ie 'all you can eat') option


Unlock the value of your HubSpot investment.


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Virtual HubSpot CRM Manager

This is a good fit for you if:

  • Inherited: You've inherited HubSpot (ie the person who set it up is no longer with the company)

  • Upgraded: You've been using parts of HubSpot for years, but have recently upgraded to a higher tier

  • Expanded: You've added another Hub to your portal

  • Grown: You've grown your use of HubSpot, but haven't kept up with all the new features

  • You are a mid-large company or enterprise

  • You need a team available all year round to look after all the administration of your HubSpot portal

  • You need a team available all year round to help build campaigns, assets and workflows

  • You don't have time to look after all the day-to-day 'stuff' in HubSpot and want that off your plate

  • You don't have an internal CRM Manager already (either you can't afford one, of even if you can afford one, you can't find one!)

  • You want to maximise your use of HubSpot

This is NOT a good fit for you if:

  • Ad-hoc: You just need ad-hoc help with items (instead see our HubSpot On-Demand option)

  • Irregular: You are mostly happy with your use of HubSpot and what it is achieving for your company, and only need help occasionally

  • Mature internal team: You already have an internal CRM Manager who looks after most of the day-to-day admin and setup items

Current State

An overarching goal of the Virtual Manager subscription is to grow the maturity of your business processes.

No matter your starting point, we work to grow your business efficiency and effectiveness.

Even if your current state is predominantly manual, with little tracking and no way of reporting on effectiveness, there's a path forward for you. 

Future State

A HubSpot portal that is organised, efficient and effective.

With best practices in place across settings, objects, tools and assets.

Combined with automation of all main processes.

And accurate attribution of all activities across contacts, deals and revenue.

The XEN Virtual HubSpot Manager Subscription Process


Our subscription covers 5 key areas:



It's easy to be overwhelmed and not even know how to best use HubSpot. ('Where do I start?')

First things first, let's understand your goals and ensure everyone is going in the same direction. And then make sure HubSpot is facilitating your goals, not hindering them.

Expert guidance and training for your team

  • Advisory sessions with an experienced HubSpot Strategist 
  • Training sessions across any of the HubSpot tools and hubs
  • Planning sessions to prioritise campaigns and processes
  • Weekly or fortnightly WIP (work in progress) sessions to keep you informed
  • Responsive access to any queries
  • Includes a full HubSpot HealthCheck audit and review in the first month



Ensuring the foundation is optimised

If you've ever been worried about whether your HubSpot portal is 'set up right', worry no more - we take care of everything, including: 

  • Settings
  • Contact, deal and ticket properties
  • Marketing contacts management
  • Simple workflows
  • Simple reports
  • Archiving old items (reports, lists, workflows, etc)
  • Simple segmentation
  • Ad platform integration
  • Tracking on website
  • Basic imports



Now that the foundation is in place, it's time to ensure you implement best practices - no more quick workarounds or disorganisation of items.

We proactively ensure best practices are implemented across your portal including:

  • Naming conventions
  • Folders
  • Security and user access
  • Advanced segmentation
  • Email preference sets



Automation unlocks Efficiency

Answers the question: How do I get more with less?

Outcome: Save money

Automation focus includes:

  • Maintaining workflows
  • Building complex workflows to automate business processes across departments
  • Advanced email nurtures
  • Smart internal notifications
  • ABM setup
  • Sales pipelines
  • Sequences
  • Task management
  • Ad audiences and events
  • Conversation Inboxes
  • Ticket pipelines
  • Business process 'recipes'



Attribution unlocks Effectiveness

Answering the question: What's working?

Outcome: Scale money

Attribution focus includes:

  • Integration of all data sources (social, paid)
  • Attribution reports
  • Scheduled reports
  • Analysis and Insights
  • Quarterly Insights Review



Here are the key deliverables and outcomes for your HubSpot portal:

Your HubSpot Portal Fully Managed

Best Practices Implemented and Latest Features Utilised

Assets Created and Optimally Maintained

Team Continuously Trained

Subscription Scope


Inclusions and Exclusions

We highly value our customer relationships and we do our best to make sure you're happy with the work we do. We find it helps to make sure we are both on the same page from the start about what's included and what's not to avoid any confusion later on.

What's included:
  • HubShots Framework: Fully maintained framework doc, updated with current priorities, and the planned items for each quarter
  • Guidance: We're available for advisory sessions to guide you in your usage of HubSpot. From initial audits of your portal through to regular strategy sessions for how you can further use the tools, it's all included.
  • Training: Regular training to your team(s) is included. We'll train your team across any areas of marketing, sales, service and CMS functionality.
  • Settings: We keep an eye on all your portal settings, including new options as they roll out, and maintenance of existing items.
  • Objects: Including contacts, companies, deals, tickets, custom objects and more - we ensure your database is maintained.
  • Tools: Ensuring new features are embraced, and often missed tools are incorporated into your regular usage.
  • Best practices: Everything from naming conventions, to managing your marketing contacts.
  • Campaign assets: We'll build out all your marketing and sales campaign assets including pages, lists, forms, workflows, emails, CTAs, reports, dashboards, sequences and pipelines.
  • Automation: Continual, incremental improvement across all your departments, automating processes to unlock efficiency - so your team can focus on being as effective as possible.
  • Attribution: Including integration with your advertising platforms, calling and SMS platforms, to ensure all activity is captured. And then actionably reported on via custom reports and dashboards.
  • Archiving: All those old properties, workflows, lists, forms, reports, pipelines and other items that are no longer used - we'll clean them up for you each month.
  • Analytics & Reporting Setup: Tracking in place with analytics views, integrated with Google Analytics, Google Tag Manager and Google Search Console as required.
What's excluded:
  • Graphic Design: We include basic look and feel setup within HubSpot (eg colours and fonts), but custom design (eg banners, landing page design, email template design) is not included.
    If required, we recommend our sister company - XEN Create - who specialise in graphic design and website design.
  • Copywriting: We can assist with key messages for pages but in-depth website copywriting (eg sales copywriting) is not included.
    If required, we can recommend external copywriters for you to consider.
  • Paid Advertising management: We don't manage advertising campaigns (ie. Google Ads, LinkedIn Advertising, Facebook advertising, etc), but we do work closely with your advertising agency or team to ensure results are integrated into your HubSpot portal.
    If required, we can recommend paid media agencies to consider.
  • Custom website themes: We only use Themes from the HubSpot Marketplace for all page development. We don't build custom templates. We typically use CLEAN theme - the best selling theme on the HubSpot marketplace.
  • Custom integrations: We only have expertise across the HubSpot Marketplace integrations. We don't build custom integrations.
  • In-person training and workshops: We are happy to accommodate in-person meetings where possible and where appropriate. If we agree on an in-person meeting/workshop, our time spent travelling will be charged on top of your subscription.
  • Custom documentation: We provide training videos, slide decks and process documents where appropriate but we don't develop, manage or maintain custom documentation for your HubSpot portal.
  • Projects: We can help you work on HubSpot projects but if the project requires significant time, effort or more resources outside of the scope of the Virtual manager, we will talk to you about scoping out the project as a separate engagement. Examples of a significant project could include things like:
    • Integrating HubSpot with an external platform using native Marketplace apps including sandboxing, testing and go live
    • Implementing custom object/s in your HubSpot portal and automated processes to manage it
    • Implementing new Sales or Service Pipelines and automated processes to manage these.

Frequently Asked Questions

Subscription Pricing Estimate


The estimated cost will depend on the number of hubs you want us to manage, the number of contacts, your desired level of automation and the number of campaigns you typically create each month. 

Subscription pricing ranges from AUD $16,000 per month to $2,500 per month (plus GST for Australian customers).

Simply select your requirements in the four questions below and we'll estimate your subscription price.

Note: this is an estimate only - we like to chat further with you to confirm your requirements - but it will put you in the right ballpark.



[1] Hubs: This helps us understand the scope of areas we'll manage for you.
Just include the Hubs you'd like us to look after (eg it is fine to just have us manage your Marketing hub, even if you have other hubs)

[2] Contacts: This helps us estimate the level of segmentation and typical management required (Include all contacts ie marketing and non-marketing).

[3] Automation: This helps us understand how much focus we'll put into automating your business processes
- Basic: includes simple automation (eg thank you emails, internal notifications)
- Standard: includes nurture sequences, setting lifecycle stages, branching, deal pipelines, ticket pipelines
- Advanced: includes full business processes including complex sales, marketing and service processes

[4] Campaigns: This helps us estimate the amount of work we'll put into building assets in your portal.
Campaigns include all the standard assets ie landing pages, web pages, forms, lists, emails, CTAs, connecting ad platforms and reports.

I'm Interested - What's the Next Step?


If you are interested in chatting further about the Virtual HubSpot Manager offering:

Schedule a Call

Find a time that works for you:


Want more details?

Fill in the form to request a chat:


Still not sure if this is for you?


No problem.

The first step we always start with is exploring your requirements and quickly confirming whether we think we're going to provide value to you.

If we don't think you'll get value, we'll advise other options for you.

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Here's a video overview of the process: