Shared definitions and reporting your marketing and sales teams both trust

Why don't marketing and sales agree on the numbers?

In many financial services firms, marketing reports on leads and campaigns while sales reports on submissions, quotes, and bound business. Each team counts a qualified lead differently, so the same quarter can look strong in one meeting and weak in the next.

The gaps usually sit between systems. Underwriting decisions live in a separate platform, and call activity stays in the phone system. Agents, brokers, and producers often work from spreadsheets that never make it back to the CRM.

Leadership ends up asking which report is right. In a regulated business, there's also the question of who should be able to see and change customer data in the first place.

What does a governed HubSpot setup look like?

We set up HubSpot as the system marketing, sales, and service share, with clear rules about who can see and change what. That usually covers three areas.

• Access and permissions: Teams, business units, and permission sets planned around your lines of business, regions, and distribution channels.
• Content and campaign approvals: Review steps for emails, pages, and campaigns, so your compliance team sees content before it goes out.
• Data standards: Properties, required fields, and naming rules that keep records consistent as more teams and partners use the system.

Compliance decisions stay with your legal and compliance teams. We build to the requirements they set and document how the setup supports them.

One lifecycle, from first inquiry to bound business

The core of the work is a lifecycle that both teams agree on. We define each stage with your marketing and sales leaders, from first inquiry to a qualified opportunity and on to a quote, an application, or a closed account.

Once the definitions are set, we build lead scoring, routing, and handoffs around them. A lead that marketing passes to sales arrives with its source and history attached, and sales knows exactly what to do next.

Attribution follows the same definitions. Leadership can see which programs bring in business that closes, not just which ones fill the top of the funnel.

Moving to Marketing Hub Enterprise

Many firms come to HubSpot from an older marketing automation platform, or move up to Marketing Hub Enterprise as their teams grow. A migration is a good time to fix definitions instead of carrying old problems into a new system.

We plan what moves and what gets retired, then rebuild assets, lists, and workflows on the new lifecycle. Reporting is set up before launch, so your teams can compare old and new numbers from day one.

Connecting underwriting and phone systems to HubSpot

Sales and service teams shouldn't have to leave the CRM to check where an application stands. We connect HubSpot to the underwriting, policy, and quoting systems your teams depend on, so status updates and key decisions appear on the right record.

Phone activity matters just as much in a business where many conversations happen on calls. We integrate VoIP systems with HubSpot so calls are logged against the right contact, and managers can report on call activity alongside the pipeline.

As a Celigo Advanced partner and Zapier Gold partner, we choose the integration approach that fits your systems and your security review. Where there's no standard connector, we build a custom integration.

How we work with financial services teams

1. Understand the real need: We map how leads, applications, and handoffs move today, including the systems and partners involved.
2. Design the operating model: Together we define the lifecycle, the access rules, and the reports leadership will use.
3. Build and connect: We configure HubSpot, migrate what's worth keeping, and connect your underwriting and phone systems.
4. Adopt and improve: We train your teams and keep refining the setup after launch as your products and channels change.

Many firms start with the lifecycle and reporting, then add integrations in a later phase.

Who we work with in financial services and insurance

This work fits firms where marketing and sales both rely on HubSpot, or are moving to it:

• Insurance carriers and specialty insurers with marketing and distribution teams
• Agencies, brokers, and MGAs that need producer activity in one place
• Lenders, wealth managers, and other financial services firms with a sales team
• Teams migrating to Marketing Hub Enterprise from another platform
• Leaders who get different answers from marketing and sales reports

Why financial services teams choose Pyxis

We go deeper in discovery before we scope, which matters when a project has to clear compliance and security review. The same team designs, builds, and integrates, so the requirements you set at the start carry through to launch.

• HubSpot Diamond Solutions Partner: In the HubSpot ecosystem since 2012.
• Built for scale: Implementations of more than 100 seats.
• Integration depth: Experience integrating HubSpot with finance and operations systems, phone systems, and custom platforms.

Where should your financial services revenue system start?

A HubSpot Audit looks at your lifecycle definitions, data model, integrations, and reporting across Marketing, Sales, and Service Hubs. You get a clear view of what's working and a prioritized list of what to fix first.

Start with a HubSpot Audit

Or tell us what isn't working, and we'll get the conversation started.