Tackling data quality issues and promoting efficiencies in our own HubSpot CRM system.
Mission Statement
Our team utilises HubSpot to manage contacts, companies, deals, and other client information, plus we use Xero as our finance ERP. While both platforms capture valuable client information, we can run into issues with missing or inconsistent data, causing delays and manual clean-up.
We built an automated Alteryx workflow that runs daily. It scans HubSpot for data issues such as:
Missing or incorrect contact info
Incomplete company or deal records
Expired or stagnant opportunities
‘The data quality dashboard makes it really simple for me to identify, locate and resolve all data issues in HubSpot and Xero,
without needing additional knowledge of the specifics.’Erin Gouge, Continuum Bursary Intern
Each data problem is put into a priority matrix, firstly ‘company priority’ based whether it is a paying client or not and secondly ‘issue priority’ such as missing name, address or duplicate. For example a paying customer with a missing billing address will be the highest priority.
We have another Alteryx workflow that scans Xero daily for:
Incomplete or incorrect staff time entries
Projects that are overrunning budget
Everything connects seamlessly into a Power BI dashboard, where any team member can click a link to:
View the issue
Go directly to the affected record
Fix it on the spot
This makes data cleanup fast, accessible, and foolproof.
Tools Used
HubSpot (CRM & Deal Management)
Xero (Financials & Time Tracking)
Alteryx Server (Automation & Data Prep)
Power BI (Dashboard & Reporting)
Detailed Solution
Our Alteryx macros make daily API calls to HubSpot and Xero, importing all relevant data on contacts, companies, deals and staff time recording. This imported data is cleaned and prepped, during which hierarchies (such as assigning priority 1 to active clients) and connections between individuals, companies and deals are established.
From there business rules are applied in which they flag the data issues such as missing names, billing addresses, expired deals and duplications.
This data is then pushed to a Power BI dashboard which displays:
Issues by staff member
Types of issues
Priority matrix
Full list of issues with hyperlinks to the relevant records in HubSpot or Xero
Impact
Error Reduction: The solution significantly reduces errors in our CRM system.
Efficiency: When the time comes to invoicing our clients, for example, the address information will be in our CRM system ensuring efficiency of our processes.
User-Responsibility: Each member of the team can see their list of HubSpot issues in an easy to view PowerBi dashboard. In addition, each issue is fully detailed and a URL is provided to take the user directly to the record in HubSpot for ease of access.
Project Management: We can easily monitor our staff time recording and ongoing projects to identify data errors or overrunning budgets.