HubSpot Accounts and Contacts Process’

Problem: Duplicates

When you find an account that contains an identical address to another account you should merge them using the following process: https://knowledge.hubspot.com/articles/kcs_article/companies/how-do-i-merge-companies

Contacts de-duplicate themselves based off their email address. Please make sure the email address for a given contact is correct, and if it is not, update it A.S.A.P.

If you see accounts with the same name but different addresses. They are likely to be sites. For these accounts please make them a child account under the parent account by following the instructions below.

For example (see below). When you search Basin Street you get all the sites and the parent location. However, the parent should always contain the domain name, so no duplicate parents can be made. When creating parent accounts, it is imperative that you fill out the domain name field. This did not happen in the example below, so you can see two parent accounts. The wrong one with no website has been crossed out. The correct one is highlighted. You can also see all those accounts have not yet been assigned parents. If you search for basin street now, it shows the correct setup for parent child relationships.

Problem: a new company needs to be added to HubSpot CRM

Process for Creating Parent Accounts

1. Create a company
2. Enter company domain name
3. Enter company name
4. Add shipping/billing address to the company record if available.
5. Other information as available.

If the company already exists, it will be displayed

No deals should be associated with parents unless the parent is the actual site of the work. Deals are associated with the locations they are related too.

Process for Account Sites

Search for the Site first! If it does not already exist, then do the following:

1. Create a company
2. Enter company name – Naming Convention for sites is Account Name – City- Shipping Address
3. DO NOT ENTER THE DOMAIN NAME FOR SITES
4. Add shipping/billing address to the company record.
5. Other information as available.

Problem: there are companies in HubSpot that have missing information.

You need to determine what properties are critical.  

It could be billing address, phone numbers, etc.  They need to either get this information from the ERP, or send out tasks to the account owner to update. If an ERP integration is performed, this may become redundant.