What should a HubSpot implementation RFP include?

A HubSpot implementation request for proposal (RFP) should include your business goals, current tech stack, data sources to migrate, the hubs you are buying, required integrations, team size, timeline, budget range, and success metrics. It should also ask each vendor for their process, named team, references, and post-launch support terms.

Structure the document in three parts. The first part describes your company: what you sell, who buys it, your sales process, and team size. It also lists the systems HubSpot must replace or connect to, such as your current customer relationship management (CRM) platform, billing tools, and data sources. The second part defines the work. State which hubs you are licensing, how many records will migrate, and which workflows and reports you need at launch. Add integration requirements, a target go-live date, and a real budget range. Sharing the budget range gets you accurate quotes instead of padded ones. The third part tells vendors how to respond: their proposed process and timeline, the named people who will do the work, relevant case studies, at least two references, pricing structure, what training and documentation are included, and what support costs after launch.

Two clarifying requirements prevent most disputes. State that your company owns all portal assets, data, and documentation at handoff. Then ask each vendor to flag anything in your scope they would cut or phase, because the answer reveals how they think. A vendor who pushes back on scope before signing is usually more honest than one who agrees to everything.