HubSpot Data Hub & AI Agent Setup

Sound familiar?

You've bought the AI. It's just not very smart.

Our chatbot gives answers that are wrong or out of date.

It's working from an old knowledge base. Customers lose trust fast.

Customer data is in five different tools.

No single source of truth. Every team sees a different version.

We tried an AI agent and it was generic.

It was set up and left, with no context from your data. So nobody uses it.

We spend hours copying data between systems.

Nothing syncs properly. Your team does admin instead of the work.

Book a data and AI callTell us which of these sounds like you.

How it fits together

Clean data in, AI that knows your business out

1 · ConnectWhere your data lives

🗂️

CRM recordsContacts, companies, deals

🌐

Website and formsEvery enquiry

🔌

Your other toolsERP, accounting, ecommerce

📚

Knowledge baseHelp docs, FAQs, policies

2 · Clean

GNG

HubSpot as your data hub

One clean record per customer

Data synced and shaped
Custom objects for how you work
Data quality rules and checks
AI agents built on top

Checked regularly, so it stays accurate

3 · Put AI to workWhat you get

💬

Customers answeredAccurately, any time

🔍

Records enrichedWithout manual research

🎯

Leads scored and routedTo the right person

🧠

AI with contextNot generic answers

Data messy? Start with CRM Clean Up. Tools not connected? See HubSpot Integrations. Ready for agents? That's this service.

Book a data and AI callSee what this would look like for your business.

From pipeline architecture and automation to reporting dashboards and lifecycle alignment, she brings clarity and structure to every project.

Working with Alyssa has been instrumental in building a HubSpot system that truly runs our business. At Kingsmede, HubSpot supports our commercial and industrial leasing pipelines, co-working product, marketing automation, lifecycle tracking, and performance reporting. Alyssa has been the strategic and technical force behind structuring it all in a way that is scalable, clean and commercially aligned. She doesn't just execute tasks - she understands the business model, asks thoughtful questions, and translates complex operational needs into practical systems. From pipeline architecture and automation to reporting dashboards and lifecycle alignment, she brings clarity and structure to every project. What sets Alyssa apart is her ability to simplify complexity and create order. She is proactive, commercially aware, and deeply knowledgeable in HubSpot. We developed a strong working rhythm built on trust and precision, and I always felt confident that what we were building would support long-term growth. I would highly recommend Alyssa to any business looking to use HubSpot properly - not just functionally, but strategically.

Emma N. · Marketing Manager, Kingsmede

What you get

Clean data first, then agents that earn their place

AI is only as good as the data it sits on. So we connect and clean first, then build agents that know your business.

1Data hub

One record per customer, with everything in it

Data from your CRM, website, ads and other tools synced into HubSpot, cleaned and shaped so your team and your AI can use it.

Data Hub syncs and data shaping set up
Custom objects for the things your business tracks
Data quality rules that catch problems early

So you can work from one version of the truth.

Contacts · today3 duplicates · 5 gaps

Name	Company	Owner	Source
Jo Smith	Acme Pty	None	Blank
jo smith	ACME	Sam	Offline
J. Smith	Blank	None	Blank

↓MergedEnrichedOwner set

CRM health~~41%~~ → 96%

Jo SmithOperations Manager · Acme Group

StageSales qualified

SourceGoogle Ads

OwnerSam

Deal: Acme Group fit-out$48k · Quote sent

Last activity: opened the quote, 2 hours ago✓ 1 complete record

2Customer-facing agents

Customers answered accurately, any time

HubSpot's Customer Agent and chat set up on your own knowledge base, trained on your products and tone, with a clear handover to your team.

Website chat, email triage and FAQs
Trained on your knowledge base and brand voice
Hands over to a person when it should

So you can answer customers faster without adding headcount.

Workflow new enquiry

Form submittedWebsite enquiry

Enrich and scoreCompany size, industry, fit

Route to the right repBy region and fit

Brief the repWho they are, what they looked at

3Internal agents

The groundwork done before your team starts

Agents that enrich records, score and route leads, and brief your reps, so your people spend their time on customers.

Data Research Agent fills in missing details
Lead Qualification Agent scores and routes
Sales Prep Agent briefs reps before calls

So you can give your team more time for the work that needs them.

Sales pipeline live

New

Acme Group

Northwind

Qualified

Bluegum

Harbour Co

Quote sent

Ridgeway

Won

Kestrel

New lead: Acme Group → assigned to Sam, task due today

4Measure and improve

Agents that get better, not stale

We track how agents perform, review the conversations, and improve them every month.

Agent performance dashboards
Knowledge base kept current
Monthly review and improvements on retainer

So you can keep AI useful as your business changes.

Weekly report example

Ad spend$12.4k

Leads186

Pipeline$310k

Closed won$92k

This week: Search brought in 70% of new pipeline. Two campaigns spent with no qualified leads, so we paused them.

Not sure where AI would help most?We'll show you on the first call where your team's time goes.

Book a data and AI call

What happens after the kick-off call

A clear plan, regular updates, and work you can track

First

Discovery workshop

Your data sources, your knowledge base, and the repetitive work your team wants gone.

You get: a shared picture of where things stand

Data and agent plan

Which data to connect and clean, and which agents to build first, ranked by impact.

You get: a plan you sign off

Then

Connect and clean

Data Hub set up, data cleaned, and the knowledge base brought up to date. Hands on, in your portal.

You get: one record per customer

After that

Build and test agents

Each agent trained on your data, tested on real scenarios, and set up to hand over to your team.

You get: agents you can trust

Ongoing

Review and improve

Performance reviewed monthly, knowledge refreshed, new agents added as you grow, on a retainer if you want us to stay on.

You get: AI that keeps up with the business

People in the loopAgents hand over to your team when it matters

TrackableEvery change documented with the reason

Your portalYou own the portal, the data and the agents

DirectionWe tell you what we'd do next, and why, in plain language

Book a data and AI callFirst, a call to see if we're a good fit.

Agents we build

Agents that give your team more time for the work that needs them

Each one is built on your data and set up to work alongside your team.

Customer AgentAnswers customer questions from your own knowledge base.

Data Research AgentFills in missing company and contact details.

Lead Qualification AgentScores, routes and flags the hot leads.

Sales Prep AgentBriefs your rep before every call.

Nurture AgentFollows up leads and quotes that go quiet.

Custom AgentBuilt around whatever you need, including Claude skills connected to HubSpot.

People make the callsAgents do the groundwork. What they can see, say and do is decided by people with years of hands-on HubSpot experience, and your team stays in charge.

Ask about an agentTell us where your team's time goes, and we'll show you where an agent could help.

Ways to work with us

Start where it makes sense for you

Every engagement starts with a discovery workshop, included. Retainers are quoted in your currency.

Project

Data hub and agent setup

Good when you want your data connected and your first agents live.

Discovery workshop and plan
Data Hub set up and data cleaned
Agents built, trained and tested
Weekly report from the Reporting Agent
Moves into a retainer at handover, if you want

Retainer

Ongoing hub and agent management

Good when you want your data and agents looked after every month.

Agents reviewed and improved monthly
Integrations and data quality looked after
One report a month from our shop
Lower monthly rate on 6 or 12 month terms

One-off

HubSpot Audit

Good when you want to know where your data stands first.

See what you're underusing
1-hour debrief call included

Project

CRM clean-up

Good when the data needs cleaning before AI goes on top.

Done hands on, in your portal
Rules so it stays clean

Not sure which fits? That's what the first call is for.

What clients say

What clients say about our HubSpot work

It was a complex and time sensitive project, with millions of data points to migrate and a bunch of different integrations, and Alyssa was at the heart of its success - she knows Hubspot inside and out, asked difficult questions, didn't take the easy route (aka 'I'll just let them do this dumb idea because it's easier for me') when she didn't think it was in our best interest, and basically went above and beyond in ensuring we had a great CRM which was using Hubspot's full capacity. Alyssa is a great mix of analytical and creative who is a great marketer as well as a Hubspot expert, so she really understands where you're coming from and thinks things through from an end user perspective. Wholeheartedly recommend!

Jacob F.CCO

We have a unique business with many moving parts and a wide, wide range of needs from different teams and different team members. Add to that, we are a growing start up so in many ways we're still working out our own best approach to things. Alyssa did an amazing job of working with all of the different teams and team members to understand what we're doing currently, what we want to be doing, and help to guide us in how to get there. Not only did Alyssa help to streamline our CRM, but she also helped to solve problems we didn't even realise we had! To look back a few weeks ago and think that we nearly tried to do this ourselves is laughable, the end result would have been lacking in nearly every aspect without the help of a pro like Alyssa! We still have a lot to learn, but I know we have a strong foundation to build on thanks to Gather 'n' Grow!

Adam H.Head of Sales

Alyssa was a joy to work with. A diligent worker, clear communicator, and smart implementor, Alyssa helped drive the re-implementation of our Hubspot deployment from the ground up. Alyssa's subject matter expertise was world-class but it was her project management skills where she elevates compared to other consultants. We joked often that we wished we could hire her directly!

Nick L.COO

Read all 17 reviews on HubSpot

FAQ

Questions about Data Hub and AI agents

What does Data Hub do that our current setup doesn't?

It brings your data sources into one place: your CRM, website, ads and other tools, so you work from one source of truth instead of reconciling spreadsheets from five different places.

We already get free data enrichment in HubSpot. What does Data Hub add?

Free enrichment fills in the basics, like company name, industry and headcount. Data Hub goes further: enrichment from other sources, custom data models, syncing your own systems, and shaping raw data into something your team can act on.

How is this different from HubSpot Integrations?

Integrations connect your tools so data moves. Data Hub goes further: it cleans, shapes and models that data so it's usable, and that's what makes AI agents accurate.

Which AI agents can you set up?

HubSpot's own agents, like the Customer Agent, Prospecting Agent and Data Agent, plus custom agents and Claude skills built around a specific job. We recommend where to start based on where your team's time goes.

Will AI agents replace our team?

No. Agents do the groundwork and the repeat questions, then hand over to a person when it matters. Your team gets more time for the work that needs them.

Our data is a mess. Should we start with agents?

Not yet. AI on messy data gives messy answers. We'd start with a clean-up, then build agents on top. Often both happen in the same project.

How do you keep agents accurate?

We connect them to a knowledge base we help keep current, review their conversations and performance every month, and adjust what they can see and say.

Who owns the data and the agents?

You do. Everything is built in your portal.

One clean source of truth, with AI agents that actually help