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Solution Architecture

The design intake for a custom HubSpot build or integration. Tell us the current state, the target workflow, the systems and data, and how it should fit your HubSpot objects; we turn it into a solution-architecture document (current state, target state, technical approach, object model, security, testing) and review it with you before any build. It is detailed on purpose; answer what applies and point us to existing docs wherever you have them.

Solution design ~30-45 min Answer what applies Feeds the build

Each section here maps to a section of the solution-architecture document we will produce. Source data is the only source of truth for mappings, so wherever you can, attach the real thing: an API spec, a sample of the output you want, a data dictionary, or a recording of the current workflow. Anything you describe but can't attach yet, we flag and confirm together.

Bold = a question for you Leave anything blank if it doesn't apply Prefer attaching docs over re-typing
0

About you & the engagement

So we can attribute and route the solution-architecture document.
e.g. Sales Ops lead, HubSpot admin, owner.
e.g. "Replicate our quoting workflow inside HubSpot while keeping the live inventory lookup."
1

Overview & business goals

The problem, the goals, and how we will know it works.
Plain language. What is painful today, and what does success look like for the business?
One per line, e.g. "Replace the legacy quoting workflow", "Preserve the live inventory lookup".
Concrete user actions, e.g. "Search by model/serial/stock", "Select multiple items", "Generate a PDF".
Measurable or observable outcomes, e.g. "Search returns up-to-date data reflecting daily changes".
New things the old system did NOT do, e.g. "include location in results".
2

Current state

The existing system and workflow this replaces or augments.
Name every system and what each is used for, e.g. "Salesforce (CRM + quoting), the inventory source system".
Number the steps a user takes today, from start to finished output.
e.g. "Inventory changes daily, unscheduled." Drives whether stale data is acceptable.
Note any parts that remain manual/text-only and do not need integration.
Best guess is fine; we confirm in discovery.
3

Target state in HubSpot

The desired workflow, and what is explicitly out of scope.
The "to-be" flow, e.g. "Rep opens a Deal, searches the external system, selects items, items become line items, rep adds manual products, enters finance inputs, publishes a quote".
e.g. finance fields: term, APR bucket, discount, incentives, trade-in, down payment. Note whether any belong at a different object level (e.g. Deal vs Quote).
Be specific so we can fix scope, e.g. "No write-back to the external system. No accounting/parts integration. No historical backfill."
4

Systems & data requirements

System of record, the external system/API, the inputs, and the fields that must come back.
If different fields have different owners, list them, e.g. "Inventory: external system (read-only). Finance inputs: HubSpot."
e.g. "Acme inventory API: live equipment inventory." Leave blank if there is no external system.
The fields used to query the other system. Use the real source field names if you know them.
One per line: source field name, required vs optional, and any "internal only / hidden from customer output" flag.
Flag anything you expect but haven't verified, so we confirm against the live API.
e.g. "Queried across 2 locations; a few thousand records each." Drives the real-time-vs-sync decision.
An OpenAPI/Swagger spec, a Postman/Insomnia export, a field/data dictionary, or a sample response. Choose a file to load its text, or paste it below. Source data is the only source of truth for the mapping. Large files: paste a share link instead.

5

Technical approach

Preferences and constraints on the solution pattern, hosting, and data freshness. We will recommend if you're open.
e.g. "Stale nightly data is unacceptable", "Cannot bloat the Products catalog", "Must avoid heavy delete/recreate cycles".
Method + path + purpose, e.g. "Search records across locations", "Fetch detail by ID". Best knowledge is fine; we verify.
Auth mechanism, where credentials are issued, any per-location/per-tenant credentials, token lifetimes, IP allowlisting. Note if API access needs a separate vendor provisioning step or fees.
6

HubSpot object architecture

The objects, associations, properties, and quote model the solution needs.
Custom objects require an Enterprise tier. Leave blank if standard objects suffice.
e.g. "Deal hosts the custom card and finance inputs; selected items become Line Items on the Deal; the Quote is generated from those line items."
e.g. "Line Items belong to one Deal; the Quote rolls up the Deal's line items." Note any labeled/custom association types.
Per object, name + type, e.g. on Line Items: "Equipment Summary, Stock Number, Serial Number, Brand, Model, Unit Price, Unit Cost".
Calculated = a formula on one record; rollup = an aggregate across associated records. Separate record/line-item level from quote-rollup level, e.g. "Line item: TCV, ACV, Margin. Quote rollups: Total MSRP, Your Price, Tax, Total, Net Margin."
Note the variants, e.g. "A separate quote template per store location."
e.g. "term / cash / APR bucket, dealer discount, incentives, trade-in details, down payment."
7

Security, compliance & data handling

How credentials, restricted fields, logging, and regulated data are handled.
e.g. "Cost is internal-only and must never appear on the quote." Note field-level visibility/permission needs.
Note anything that must never leave the source or never enter logs.
e.g. "Data must stay in the US / Canada / EU." Leave blank if none.
8

Testing & acceptance

What we test, what "done" means, and the sandbox situation.
Concrete, checkable items, e.g. "Search returns an item in inventory", "Location is displayed", "Output reflects selected items + manual items".
Named testers, who approves, and how fixes are tracked before launch.
9

Timeline, stakeholders, access & next steps

Who we work with, how we get access, and what shapes the schedule.
Business owner, HubSpot technical owner, external-system technical owner, security/compliance approver, day-to-day contact.
Who issues the HubSpot token/scopes, and who completes the vendor API-access process (which may carry fees).
e.g. "Vendor support responsiveness", "API access not yet provisioned", "Output requirements beyond native quoting customization".
e.g. "Provide a sample of the desired output", "Complete API access provisioning", "Review the finalized design and fixed scope".
Internal owner, or a support SLA you want us to scope.

Ready to send?

After we receive this:

  1. We turn your inputs into a solution-architecture document: current state, target state, technical approach, and HubSpot object model
  2. We validate the external API and confirm the field mappings against the live system
  3. We review the finalized design and fixed scope with you before any build work starts
We'll follow up within one business day.
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Thank you

Your solution details are in. We'll turn them into a solution-architecture document and follow up within one business day. Questions in the meantime? Email [email protected].