HubSpot is a powerful CRM, but for many sales reps and account managers, it's not without daily challenges. From dealing with data quality issues to limitations in automation, these problems don’t just waste time — they directly impact revenue.
We analyzed real user discussions from the HubSpot Community to identify what frustrates sales professionals most, and how you can solve these pain points with practical solutions, including a few helpful tools built specifically for HubSpot.
1. Duplicated Contacts and Companies That Waste Time
The problem:
One of the most common issues is duplicates, especially in portals with multiple data sources like imports, forms, integrations, and manual input. HubSpot's native deduplication tools are limited, often requiring manual review and only showing up to 2,000 duplicate pairs.
The impact:
Sales reps may call the same lead twice. Account managers may email outdated contacts. These overlaps frustrate prospects, reduce team confidence, and waste valuable outreach time.
The solution:
Apps like Koalify allow sales and ops teams to configure custom rules to detect duplicates more accurately. You can bulk merge records via workflows, use CRM cards for fast manual review, and even report on where duplicates are coming from. That’s a game-changer when your CRM starts getting messy.
2. No Way to Automatically Notify Task Creators When Tasks Are Completed
The problem:
You create a task for a colleague, but when it’s done, you don’t get notified. HubSpot doesn’t offer a built-in way to notify task creators about task completions.
The impact:
You either keep checking manually or miss the fact that something’s been handled. This slows down deal progress and leads to unnecessary follow-ups.
The solution:
Notifyer fills this gap by allowing teams to send custom email notifications (including dynamic tokens) when tasks, emails, calls, or to-dos meet certain conditions. It’s especially helpful for task-heavy sales processes or when SDRs and AEs collaborate across handoffs.
3. Manual Line Item Management That Doesn’t Scale
The problem:
Adding or editing line items in deals is a manual process. If your sales process includes detailed pricing, bundles, or frequent discounts, HubSpot’s deal editor quickly becomes a bottleneck.
The impact:
Reps spend too much time clicking through each line item. Pricing errors can easily creep in. And automation? Almost non-existent without heavy custom dev.
The solution:
LineNer allows you to fully automate line item actions (add, edit, delete) via workflows. You can create dynamic templates with variables like currency, quantity, or product type. It also supports bundles and decimal pricing, making it ideal for B2B teams with multi-SKU quoting.
4. Inefficient Deal Renewal or Expansion Workflows
The problem:
When a customer is ready to renew or expand, sales reps often have to manually create a new deal and copy data over, including products, terms, and notes.
The impact:
Valuable time is lost on non-selling activities. More importantly, critical deal context can be missed in the transition.
The solution:
CloneNer solves this by allowing you to clone deals (and associated line items) into other pipelines or stages using workflows. This reduces friction for renewals, upsells, or success handovers — and works well for subscription-based or service teams managing long-term accounts.
5. Scattered Notes and Documents in the CRM
The problem:
Sales notes from meetings or attached files like SOWs and pricing tables often get buried in the activity timeline, especially when multiple teams touch the same deal or company.
The impact:
Reps waste time hunting down key information. Deals slow down. Onboarding suffers.
The solution:
Data Bridge makes it easy to embed documents, spreadsheets, or images directly into a custom card on HubSpot records. For Professional plans, it can even appear as a separate tab. Everyone sees the same, up-to-date content — no more scrolling through endless activity logs.
6. No Centralized Way to See a Rep’s Open Tasks Across Pipelines
The problem:
There’s no built-in view to see all upcoming or overdue tasks assigned to a rep across multiple pipelines and record types.
The impact:
Reps miss follow-ups, especially in complex B2B cycles. Managers can’t easily audit workload or task completion.
The solution:
While HubSpot’s custom reports and task queues help, power users often combine custom views, workflows, and apps like Notifyer or third-party reporting tools to monitor task statuses centrally.
7. Fragmented Handoff Between SDRs and AEs
The problem:
Lead handoff workflows are often inconsistent. Key lead data may be missing when passed from SDRs to AEs, especially in deals with multiple stakeholders or complex pricing.
The impact:
Pipeline velocity slows down, and prospects get frustrated when they’re asked to repeat information.
The solution:
Use workflows to standardize property mapping, apply lead qualification criteria, and clone pre-qualified deals using CloneNer. You can also attach structured product templates with LineNer to ensure continuity.
Final Thoughts
Every CRM has its limitations, but with the right processes and tools, sales teams can overcome operational inefficiencies and focus on what matters: selling.
Whether it’s preventing duplicates with Koalify, simplifying renewal flows with CloneNer, or automating notifications with Notifyer, these solutions don’t replace HubSpot — they extend it, making it more tailored to the real-world needs of sales teams.
Want to optimize your HubSpot sales process further? Start by addressing one of the above challenges, and choose tools that integrate natively, not fight the system.
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