HubSpot Implementation & Territory Automation for a Promotional Products Distributor

Company Overview

A US-based promotional products distributor with a national sales team, managing thousands of company accounts across multiple territories with both inside and outside sales representatives.

The Challenge

The company's HubSpot instance had severe data quality issues: 3,000 hard-bounced contacts, 6,400 uncontacted contacts, approximately 10,000 companies with no state assigned, and 1,700 inactive deals. The State/Region field was unstructured, making automated territory assignment impossible. Sales rep assignment was manual, and there was no systematic way to categorize accounts as Territorial, National, or Strategic. Product data was fragmented across HubSpot, Sage ERP, and a pricing Google Sheet, with no single source of truth for quoting, PO automation, or margin reporting.

Scope of Work

• Built a data cleanup dashboard tracking hard bounces, uncontacted contacts, inactive deals, and ownerless deals
• Replaced unstructured State/Region field with a standardized State Code dropdown
• Designed and deployed automated territory assignment workflow: State → Territory → Inside/Outside Sales Rep → Production Coordinator
• Created Account Type property (Territorial / National / Strategic) with exclusion logic for strategic and national accounts
• Defined and documented company ownership rules (Inside Sales as default, Outside Sales for National/Strategic)
• Built State Code → State Name and State Code → Territory Name lookup mappings
• Cleaned up ~10,000 companies with missing state assignments
• Researched and planned Product Lifecycle Management (PLM) structure: Item Master, Vendor Master, Category Master
• Assessed SKU matching across HubSpot, Sage export, and pricing sheets
• Handled hard-bounce contact cleanup with defined handling procedures
• Freed report capacity by identifying and removing 100+ inactive reports

Tech Stack & Integrations

Key Deliverables

• Data cleanup dashboard (restricted to super admins + owner)
• Automated territory assignment workflow with state-to-rep mapping
• Account Type segmentation system (Territorial / National / Strategic)
• State Code standardization with read-only State Name and Territory Name fields
• Inside/Outside Sales Rep and Production Coordinator auto-assignment
• Company ownership rules documentation
• Product data consolidation assessment (Item Master, Vendor Master, Category Master)
• Hard bounce handling procedures and contact cleanup