HubSpot Managed Services
Optimization, training, support, platform expertise

The perfect blend of strategy and tactics

Our HubSpot Managed Service plans include the perfect balance of strategic advice and planning plus DFY (done for you) hands-on tactical elements to optimize platforms and processes for driving more ROI from your CRM, CMS, and marketing platform. No annual contracts or expensive retainers required.

Starting from $640/month

We reconvene every month to review task status and work out current priorities and milestones. We then execute on agreed tasks as a ‘monthly sprint’. This provides a sort of Agile project management method of addressing current priorities so you are always getting what you need.

We’re so confident that you’ll love the value you’ll receive, we don’t require long term commitments.

HubSpot Managed Services

for Marketing Automation & CRM Optimization

HubSpot CRM Hub
Contact, Deal, & Customer Management
HubSpot Marketing Hub
Marketing Automation & Email Marketing
HubSpot CMS Hub
Website Builder & Landing Pages

HubSpot CRM Hub

  • Need contact, deal, and customer management all integrated with your marketing?
  • Need professional set up and management of your HubSpot CRM?
  • Need standardized and well mapped out processes for following up on leads and deals?
  • Need to make changes to your CRM?
  • Need training and support?

We have a huge list of custom fields for your CRM that we recommend, as well as standard form setups with form autoresponders. And we can build them for you.

We can help set up fields, forms, pipelines, and optimize your lead capture process to facilitate better lead hand-off from Marketing to Sales.

How can we help?

Don't have HubSpot yet? Sign up for a free trial on the HubSpot website.

Free HubSpot CRM trial

HubSpot Marketing Hub

  • Need world class marketing automation and email marketing, all connected with your CRM?
  • Need professional set up and management of your HubSpot Marketing Automation?
  • Need automated segmentation of your prospects?
  • Need to map out your customer journey so you can tailor your marketing message based on Lifecycle Stages?
  • Need standardized and mapped out Marketing Automation processes that work?
  • Need to make changes to email templates, forms, fields, workflows/journeys?
  • Need Marketing Automation training and support?

We're experts at Marketing Automation. We can diagram processes in advance to building them so there are no mistakes.

We can optimize your lead nurture and qualification process so you are targeting the correct message to your prospects and customers based on their Lifecycle Stage.

We can facilitate engagement triggers that identify when a fully qualified lead should be handed off from Marketing to Sales at just the right time.

We can help set up email templates, forms, and customer journeys using HubSpot Workflows.

How can we help?

Don't have HubSpot yet? Sign up for a free trial on the HubSpot website.

Free HubSpot Marketing Hub trial

HubSpot CMS Hub

Website Builder & Landing Pages

  • Need an easy to use drag-and-drop website and landing page builder along with web hosting?
  • Need your website to look good, but more importantly to load fast?
  • Need to be found on search engines?
  • Need to have targeted messaging on your website that speaks to your audience?
  • Need to attract more leads that actually engage with you for lead acquisition?
  • Need to make content or structural changes to your website?
  • Need to integrate forms into your website that match your brand?
  • Need CMS/website training and support?

Whether it's HubSpot CMS Hub or WordPress, we're experts at building websites and landing pages.

We understand when, where, and how to effectively use CTA (Calls To Action) and web forms on your website so your ideal customer will contact you so you can acquire new leads.

We can help attract your ICP (Ideal Customer Profile) to your website and have them want to engage with you.

We can optimize your web pages for high conversion, and make sure leads convert, then are nurtured and qualified and tracked throughout the buyer's journey.

How can we help?

Don't have HubSpot yet? Sign up for a free trial on the HubSpot website.

Start HubSpot CMS Hub for Free

Two Managed Services plans to choose from:

Fixed Hours Retainer
Managed Services Retainer
Fractional Hours
Managed Services


Fixed Hours Managed Services Retainer

Best for organizations wanting an ongoing consulting relationship for more significant impact with strategy and execution to address initiatives while achieving the best rate available along with billing predictability, and willing to commit to at least a six month retainer at a fixed amount of hours each month to achieve their goals.

Our Fixed Hours Managed Services Retainer offers the lowest effective hourly rate available. Pricing is based on tier of hours selected plus the length of commitment.

Main Features:

  • Provisions for ongoing consulting relationship for deeper strategy and execution.
  • Fixed hours, flexible tasks. Hours are fixed but tasks are not.
  • Provides billing predictability.
  • Select 6 or 12 month retainer.
  • Select the number of fixed hours for entire engagement ranging from 5 to 100 hours per month.
  • Rate progressively discounted based on higher hour tiers and duration.
  • Simple online agreement process.

Our retainer is ideal for creating systems & processes.

Our Fixed Hours Managed Services Retainer is suitable for a combination of strategic tasks and tactical tasks, allowing for the depth of consulting relationship required for deeper strategy where we can develop a roadmap and drive towards desired future state, tackling long term initiatives specific to your organization, and for setting up systems and processes that will have the most impact.


Fractional Hours Managed Services

Best for organizations wanting a consulting relationship to tackle tactical work (at least 5 hours per month) and perhaps with irregular amounts of work or spikes in workload, but not wanting to commit to a retainer requiring a fixed amount of hours each month across several months (while probably saving a little over 'Pay-As-You-Go’).

Our month-to-month Fractional Managed Services plan allows you to flex work hours up or down each month at will, as you go. No need to select a fixed number of work hours on long retainers. With this plan you can even pause service for a month or even a few months, then restart when you are ready (or you can choose not to restart again at all).

Sliding scale rate, the more hours we work on your tasks the cheaper your hourly rate for all hours that month (usually works out to be cheaper than 'Pay-As-You-Go'). You only pay for actual hours logged for work tasks each month. Rate applies based on tier of hours reached each month, and rate applies to all hours for month.

Example of how Fractional Managed Services works:

  • If we log 8 hours you're billed the 10 hour minimum at the 10 hour rate tier for that month.
  • If we log 15 hours you're billed 15 hours at the 10 hour rate tier for that month.
  • If we log 21 hours you're billed 21 hours at the 20 hour rate tier for that month.

Main Features:

  • Hybrid option that fits between our Pay-As-You-Go and retainer services.
  • Flexible hours, flexible rate, flexible tasks.
  • Only single month commitment (month-to-month).
  • Only pay for hours worked.
  • No retainer.
  • The more hours worked per month the lower the rate for the whole month based hitting hour tiers.
  • Hour tiers ranging from 5 to 50 hours per month.
  • Pause for as many months as needed, or restart any time with as little as 1 week notice.
  • Simple online agreement process.
  • Minimum 5hrs/month.

As hours worked increase ↗️ your rate decreases ↘️.

Our Fractional Hours Managed Services can be suitable for light strategic tasks or almost any sort of tactical tasks, but is not really suited for the depth of consulting relationship required for deeper strategy, long term initiatives, or for setting up complex systems and processes.

HubSpot lead generation dashboard

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Compare to our other services

Pay-As-You-Go Consulting & Support is our most flexible option for consulting and support, and thus has the highest effective hourly rate due to the high flexibility. Since our pay-as-you-go service is ad-hoc with no long term commitment, it’s targeted to more tactical tasks and is generally not suitable for strategic improvements.

Our Implementation & Onboarding service is geared towards organizations that have a very new platform and need initial set up with best practices implementation and client onboarding which includes training. We have three implementation packages to choose from that covers various levels of needs and budgets.

About Managed Services

Managed Services is the practice of outsourcing business administration, operations and management to a third party, often whose sole or primary focus is the services being outsourced. While the term managed services most commonly refers specifically to managed IT services, our Pardot, HubSpot, Salesforce, and WordPress Managed Services go beyond the standard IT aspect to include other areas, such as process and systems development, marketing, and product training. All of our consultants are certified, with several years of Pardot/Salesforce and/or HubSpot along with marketing and web experience. We can even help you with campaign set up or management, or troubleshoot ones that aren’t performing as you’d like. We’ll work alongside your team, however big or small, to enable you to get the most out of your technology stack.

How do Managed Services work?

Managed Services from Optimal Business Consulting are designed for organizations interested in maintaining an ongoing competitive advantage through month-to-month access to award-winning consulting expertise, strategy and best practice guidance, plus hands-on administration and optimization, support and training.

There are no annual contracts required. Start with pay-as-you-go month-to-month Managed Services with our Flexible Hours Fractional Managed Services plan or opt for our Fixed Hours Managed Services Retainer.

We get together via web conference towards the start of each month to work out priorities and milestones. Throughout the month, our experts execute on agreed upon tasks and appraise you of the status. We also typically review task status and agree upon priorities throughout the month for the upcoming month as a ‘monthly sprint’. This provides a sort of Agile project management method of addressing current priorities so you are always getting what you need.

  • Submit tasks via our task tool (ClickUp) or our task web form to get them in the queue and on the roadmap for your project.
  • We're highly collaborative so we encourage you to follow up and collaborate via our task tool, Slack, or email.
  • Work directly with your assigned Salesforce Pardot certified or HubSpot Expert Client Success Manager throughout your engagement.
  • Schedule a weekly, bi-weekly, or monthly web conference meeting or one-on-one working session with your Client Success Manager (up to 30 minute web conference per 10 hours of work).
  • We can work on practically any type of tasks you need, almost anything.
  • As you hit higher tiers of worked hours for a month, your effective hourly rate decreases...even from the first hour logged that month!
  • We'll pay you a referral fee as a reward for sending us clients.

Strategic & Tactical

All of our Managed Services plans include both Strategic & Tactical elements (actual work items determined each month).

What kind of tasks and services are included in your Managed Services?

Strategic & Tactical

All of our Managed Services plans include both Strategic & Tactical elements. The list below is just an example, but your work tasks can be almost anything needed for any given month (actual work items determined each month):

  • Initial Discovery Call
  • Consulting
  • Best Practice & Strategic Guidance
  • Platform Setup
  • Connector Configuration
  • User Set Up
  • Campaign Setup and Guidance
  • Custom Fields
  • Display Marketing Automation Data within Salesforce
  • Custom Lead Scoring Setup
  • Prospect Grading & Profiling
  • Define & Diagram MQL Journey and Lead Flow Management
  • Create Branded Email Templates
  • Create Form Email Autoresponders
  • Process & Systems Development
  • Platform Implementation
  • Platform Administration
  • Platform Optimization
  • Web Forms & Form Handlers
  • Create Gated Content Forms for Gated Downloads
  • Create Segmentation Lists
  • Custom Redirects (tracking links)
  • Regular Status & Strategy Meetings
  • Marketing Asset Creation (forms, email templates, fields, journeys, etc.)
  • Lead Flow Management
  • Training
  • Support
  • Project Management
  • Analytics / Reports / Dashboards
  • Resource Library of 40+ Original-Authored Pardot & Salesforce Help Documents

Many of the above items apply regardless of platform, but we can adjust the tasks to your platforms and specific needs.

For more details on what our Managed Service plans contain please contact us to learn more!

What platforms do you support?

Our Managed Services help you to keep getting the most out of your tech stack—Pardot, Salesforce, HubSpot, WordPress, ActiveCampaign and more. Pardot and HubSpot Managed Services are our core offerings, but we can also extend that to provide Salesforce CRM Sales Cloud Managed Services, and even WordPress Managed Services or other platforms by request. Combine management of more than one platform, i.e. Pardot AND Salesforce (an upcharge may apply).

If you wish to add Salesforce Managed Services to your plan, we’ll ascertain how much effort should go towards Pardot and/or HubSpot, and how much effort towards Salesforce. You determine the allocation; we agree together on the tasks.

Just get in touch and request additional platform support to start the discussion.

Why do I need Managed Services?

With Flexible Hours Fractional Managed Services you have as much expert help as you need, when you need it, with no long term contracts.

With Fixed Hours Managed Services Retainer your marketing expenses are more predictable because you select the number of hours needed each month, and you still get to choose what tasks and issues are tackled each month as your needs change.

Relying on in-house staff to learn and/or maintain technology systems can be a costly and time-consuming. Marketing’s workload is frequently heavy and often deadline driven, leaving them with little bandwidth to go beyond applying the basics to complex marketing automation systems such as Pardot.

Systems that are hurriedly set up can often result in common mistakes and more administrative time later on, often compounding problems and issues such as poorly constructed automation rules and processes, forms, and email templates. Managed Services take the pressure off your employees and keep them focused on their daily work.

Start the discussion about HubSpot Managed Services…