find what's quietly costing you money in hubspot.
5 days. fixed scope. read-only access.
what kai audits
a complete read-only review of your hubspot portal across 9 areas. every finding gets a dollar-impact estimate and a risk-of-change rating.
1. workflow inventory & health
every automation that touches your contacts, deals, and tickets — examined for silent failure, redundancy, and dead weight.
- inventory of every workflow with status, last execution, error rate
- workflows with no enrollments in 90+ days (likely dead)
- workflows referencing deleted or renamed properties (silently failing)
- workflows with race conditions or conflicting writes
- delays that don't match current campaign cadence
- tasks created without owner assignment (lost leads)
- workflows missing re-enrollment settings where they should re-enroll
recommendation per workflow: keep / fix / archive + risk-of-change rating
2. property hygiene
custom properties accumulate. half of yours are probably unused.
- inventory of all custom properties across contacts, companies, deals
- fill rate analysis (% of records with property populated)
- naming inconsistency detection (e.g.,
lead_sourcevsLead Source) - duplicate properties capturing the same data
- properties referenced by no active workflow, list, or report
- properties created for one-off campaigns and never archived
recommendation per property: keep / consolidate / archive
3. lifecycle stage analysis
the spine of marketing-sales alignment. broken in most portals over 18 months old.
- distribution of contacts across each stage
- contacts stuck in stage 12+ months
- contacts that skipped stages (process gap)
- contacts with no stage assigned
- mismatch between defined stage criteria and actual transitions
- MQL-to-SQL handoff health: response time, drop-off rate, ownership gaps
recommendation: stage-by-stage cleanup plan with sequencing
4. marketing contacts tier review
hubspot bills by marketing contacts. most portals pay for thousands they shouldn't.
- current tier and monthly cost
- marketing contacts breakdown by last engagement
- bounced contacts still flagged as marketing
- unsubscribed contacts still flagged as marketing
- contacts inactive 12+ months
- projected annual savings from re-tier (concrete dollar number)
recommendation: re-categorization plan with tier-drop projection
5. email infrastructure & deliverability
if your DKIM/SPF/DMARC isn't set right, your emails are going to spam. most teams haven't checked since setup.
- SPF record check
- DKIM signing on all sending domains
- DMARC policy review (
p=nonevsp=quarantinevsp=reject) - subdomain strategy (marketing vs transactional vs sales)
- sender reputation (mxtoolbox, google postmaster tools)
- bounce rate trends over the last 90 days
- spam complaint rate
- list of domains/IPs that should be removed from SPF
recommendation: dns record fixes, ranked by risk
6. deal pipeline integrity
forecasting accuracy depends on this. most pipelines are dirtier than the team thinks.
- deals with no associated contact
- deals with no realistic close date
- deals stuck in stage 90+ days
- duplicate deals for the same company
- pipeline stage definitions vs actual usage drift
- closed-lost deals without loss reasons captured
recommendation: pipeline cleanup + property/process fixes
7. user, team, and access audit
deactivated employees still in your portal cost real money in seats.
- active users vs paid seat count (reclaim unused seats)
- former employees still active in portal
- permission level review (super admin sprawl)
- team assignment correctness
- "never log" list configuration for sensitive contacts (lawyers, accountants, family)
recommendation: user cleanup + permission rightsizing
8. integration & data flow review
integrations break silently. data syncs go stale.
- list of all connected integrations
- last successful sync per integration
- integrations to deprecated or unused tools
- broken webhook endpoints
- duplicate data sources writing to the same property
- breeze AI agent readiness (data quality for accurate AI outputs)
recommendation: integration cleanup + data flow consolidation
9. reporting & dashboard hygiene
dashboards built by people who left. reports nobody reads.
- dashboards built by departed users
- reports referencing deleted properties
- duplicate reports tracking the same metric
- unused dashboards (no views in 90 days)
- reports with broken filters or stale time ranges
recommendation: dashboard cleanup + ownership reassignment
a sample finding
every finding in the deliverable looks like this. concrete, ranked, with a clear next step.
finding #07 — workflow
workflow: [MQL] Lead Routing v3
status: active
last enrolled contact: 187 days ago
issue: workflow references property legacy_lead_score which was deleted in march 2024. silently fails on every trigger event (~14 errors/week in error log).
dollar impact: ~$3,000/quarter in lost MQL routing
risk of change: low — no downstream workflow dependencies
recommendation: archive
implementation note: preserve workflow JSON in audit appendix in case future restoration is needed.
what you receive
a single document delivered on day 5. roughly 30-50 pages, structured for action.
- executive summary — top 5 dollar-impact findings, 1 page
- full audit by section — all 9 areas above, with line-item findings
- prioritized fix list — every finding ranked by dollar impact and risk
- marketing contacts savings projection — concrete annual number
- 30/60/90 day cleanup plan — what to fix, in what order, with what risk
- data sources appendix — exactly which API endpoints we pulled, for reproducibility
how it works
30 minutes. you walk us through your portal at a high level. we explain exactly what access we need (read-only, scoped, created by you in 5 minutes).
we pull data via the hubspot api, run it through our audit framework, and document every finding. zero changes are made to your portal at any point.
every finding is personally reviewed and ranked before delivery. nothing goes out raw.
you receive the audit doc plus a 30-min walkthrough call to discuss findings and answer questions.
pricing
fixed price for the full audit
scope is fixed. no hourly billing, no scope creep, no surprise add-ons. fixes and implementation are a separate engagement, priced separately, and only if you want them.
what kai doesn't do
kai is the audit. nothing else. boundaries matter.
- implementation or fixes (separate engagement if you want them)
- salesforce, microsoft dynamics, or any non-hubspot CRM
- ongoing retainers or monthly subscriptions
- "let's discuss your needs" discovery calls
- custom scope or per-engagement pricing
- workshops, training, or enablement
- one thing — a complete hubspot portal audit
- on a fixed timeline — 5 business days
- at a fixed price — $1,500
- with read-only access — never touching your portal
- delivered as a real document — not a slide deck
- reviewed by a human — every finding
not ready to commit?
start with a free 15-minute quick scan.
a live screen-share. you walk us through your portal. we find 2 to 3 real issues on the spot, no commitment, no recording, no follow-up sales pressure. about half of quick scans book the paid audit. the other half walk away with findings they can act on themselves. either is fine.
book free quick scan →15 minutes. no slides. no pitch. just findings.
questions
what tier of hubspot does this work on?
all paid tiers (starter, professional, enterprise). free CRM works partially — some endpoints have lower rate limits and certain data isn't available. we'll flag this on the kickoff call.
what access do you need?
a read-only private app token, scoped to the minimum endpoints required. you create it yourself in hubspot settings (takes 5 minutes), share the token with us via a secure one-time-secret link, and revoke it after delivery. we never need a login.
do you actually do the fixes, or just find issues?
kai is audit only. fixes are a separate engagement, priced based on what the audit finds. no obligation to do fixes with us — many clients take the findings and run with their own team.
is this AI-generated or human-reviewed?
AI-augmented analysis, fully human-reviewed. every finding is personally reviewed, ranked, and written up before the deliverable goes out. we'll never send you raw model output.
what if your audit misses something obvious?
14-day window after delivery. if you find something significant we missed in scope, we add it to the report at no additional cost.
can you do salesforce?
not yet. kai is hubspot only. our roadmap includes salesforce later in 2026 — drop us a line if it's a priority for you.
is my data safe?
read-only access, scoped to the minimum required endpoints. we delete all pulled data within 30 days of delivery. nothing is used to train AI models. we can sign a DPA if your legal team wants one.
how do you find the dollar-impact numbers?
based on hubspot's own pricing structure (marketing contacts tiers, seat counts, integration costs), engagement-rate benchmarks from public industry research, and our internal methodology applied to your actual portal data. every dollar number is conservative and shows the underlying calculation.