HubSpot Setup Blueprint
Step-by-step CRM architecture for CleanOutz. Create these properties, pipelines, and objects in HubSpot, then the app's sync functions automatically populate them.
How to use this blueprint
Work top to bottom. Check off each step as you create it in HubSpot (Settings → Properties / Pipelines / Custom Objects). Your progress saves automatically in this browser. Standard fields (email, firstname, etc.) already sync today; custom cleanoutz_* fields begin populating the moment you create them in HubSpot.
1. Contact & Company Properties
Create these as Contact properties (group: CleanOutz) and the company-level ones as Company properties.
cleanoutz_customer_typeDropdownConsumer, Real Estate Agent, Real Estate Broker, Real Estate Firm, Independent Landlord, Property Management Company, Apartment Community, Storage Facility, Storage Company / Chain, Small Office, Office Portfolio, Small Retail Business, Multi-Location Retailer, Corporate/Enterprise, Referral Partner, Other Approved Partnercleanoutz_program_editionMulti-selectConsumer Edition, Kitchen/Garage/Closet/Move-Out/Donation CleanOutz, Storage Edition, Office Edition, Retail Edition, Property Management Program, Small Landlord Program, Built-In-Lease CleanOutz, MoveReady, Storage Facility Partnership Program, Multi-Location Retail Subscription, Othercleanoutz_lead_sourceDropdownGoogle Organic, Google Ads, Facebook, Instagram, TikTok, YouTube, LinkedIn, Nextdoor, Yelp, Craigslist, Direct Mail/Email/SMS, Cold Call, Seamless.ai, Success.ai, Referral, RE Partner, PM Partner, Storage Partner, Existing Customer, Website, AI SmartQuote, Landing Page, QR Code, Othercleanoutz_lead_source_detailTextCampaign-level detail, e.g. 'Facebook → Consumer DMV Garage Campaign'cleanoutz_marketDropdownWashington DC Metro, New York Metro, Las Vegas, Orlando (expand DMV into DC, Northern Virginia, Montgomery County, Prince George's County)cleanoutz_service_zoneTextAssigned territory within a marketcleanoutz_assigned_sales_repTextOwner / sales rep namecleanoutz_service_readinessDropdownInquiry, Quote Required, Payment Required, Checklist Required, Photos Required, Operations Review, Approved, Scheduling Required, Ready for Dispatch, Scheduled, Completed, Follow-Up Requiredcleanoutz_eligibilityDropdownGreen (Qualified), Yellow (Operations Review), Red (Outside Scope)cleanoutz_smartquote_completedCheckboxAI SmartQuote finishedcleanoutz_smartquote_amountNumberAI estimated pricecleanoutz_property_typeTextApartment/condo/small home/office/storage unitcleanoutz_zip_codeTextService ZIPcleanoutz_account_tierDropdownTier A - Strategic, Tier B - Growth, Tier C - Local, Tier D - Transactionalcleanoutz_total_unitsNumberCompany/Company level total units2. Consumer Pipeline
Create a 'CleanOutz Consumer' deal pipeline with these stages in order.
Closed-lost branches: Disqualified · Cancelled · Reschedule Required · Customer Not Prepared · No Access · Refund Review
3. Commercial Pipelines
Separate pipelines per commercial segment — each with its own stages and lost reasons.
Property Management
Lost: Portfolio too small · Outside market · Pricing · Existing contract · Wrong fit · No authority · No response · Not viable
Real Estate
Storage Partnership
Chains: add Corporate Review Required stage
Enterprise Retail
4. Custom Object: Properties / Locations
One record per physical location (apartment community, retail store, storage facility, office). Enterprise tier required in HubSpot.
location_idTextInternal location IDaddress / marketTextAddress + assigned marketsquare_footageNumberApproved sizeapprovedCheckboxApproved for serviceservice_restrictionsTextPer-location rulesproperty_contactTextOn-site contactaccess_instructionsTextParking / entrance / gate codejobs_completedNumberLifetime jobs at this locationlifetime_revenueNumberRevenue from this location5. AI SmartQuote Integration
SmartQuote fields + abandoned-quote nurture automation.
smartquote_started / completedDatetimeSmartQuote lifecycle timestampscleanoutz_smartquote_amountNumberAI quote amountconfidence_scoreNumberAI confidence 0-100requires_human_reviewCheckboxYellow/red eligibilityAbandoned-quote nurture workflow
6. Built-In-Lease Program Fields
Recurring revenue tracking for the BIL resident add-on.
7. Deal Revenue Properties
Turns HubSpot from a contact database into a management system.
8. Customer Preparation Tracking
Required prep acknowledgments with timestamps (ties to the rules signature flow).
9. Post-Completion Automation
Review/retention sequence after a job is marked complete.
Note: the +24hr review-request email and the +2hr survey already fire from the app's backend functions today.
10. Lead Scoring & Customer Health
CleanOutz Opportunity Score (0-100) and commercial account health alerts.
Opportunity score boosts
Correct market · qualified property · photos uploaded · SmartQuote done · desired date soon · repeat customer · multi-location · decision maker · 50+ units
Negative scoring
Outside market · hoarding · heavy items · junk removal · hazardous · wrong sqft · invalid contact · no response
11. HubSpot Dashboards
Mirror the in-app Executive Dashboard inside HubSpot for the sales team.
12. CrewLink Handoff
HubSpot owns sales → approval; CrewLink owns job execution. Keep them separate.
HubSpot
Customer → Sales → Payment → Qualification → Approval
CrewLink (app)
Job → Crew → Technician → Check-In → Checklist → Photos → Completion
Handoff point: once a deal reaches 'Operations Approved', the app auto-dispatches to CrewLink. Completion flows back for the review/upsell sequence above.
Standard fields (email, name, phone, deal name, lifecycle stage) sync to HubSpot automatically today via the three sync functions. Once you create the cleanoutz_* properties above, richer data — customer type, edition, market, lead source, account tier, service readiness — begins populating on every new submission with no code changes.