Most of your team touch HubSpot for one reason: to complete a BD task assigned to them. The Task App lets them do that without a paid seat, so full seats go to genuine BD work and you avoid roughly $25,920 a year in seat fees.
Most of your team touch HubSpot for one reason only: to complete a BD task that has been assigned to them. On the free plan that costs nothing. On a paid plan, HubSpot treats completing a task as an edit, and anyone who edits needs a Core Seat at $72 per user per month. There is no cheaper seat tier for people who only tick tasks off.
Paying full seat prices so engineers can mark a task as done is poor value.
The Task App removes that cost entirely. Paid seats go to the people doing genuine BD work, and everyone else completes their tasks through the app at no per user cost.
That saving is based on your current usage.
Each team member opens it in their browser, signs in, and sees a list of the HubSpot tasks assigned to them. They tick a task off when it is done, add a note if they want to, and get on with their day.
From your team's point of view it is a single page: their name, their tasks, a tick box. That is deliberate. Your technical staff are not CRM administrators, and the app should never feel like admin.
A BD task is created in HubSpot and assigned to a team member, exactly as it is today.
The task shows up automatically in that person's list in the app.
They tick it off, and can add a short note if there is something worth recording.
The completion and note are written straight back to the HubSpot record, instantly.
This is standard, supported HubSpot functionality, not a loophole. Authenticating an app rather than a user is exactly how HubSpot's API is designed to work.
| Component | What it covers |
|---|---|
| Secure sign in and user setup | Connecting the app to your HubSpot account and matching each team member to their HubSpot record so they only ever see their own tasks. |
| The HubSpot connection | The behind the scenes functions that fetch tasks, mark them complete, and write notes back to the CRM. |
| The interface | The screen your team will actually use: a clean task list showing what is due, with one click completion. |
| Testing, deployment and handover | Making sure it works reliably, putting it live, and documenting how it is maintained. |
The build is a one off cost of $5,950 ex GST, covering everything in the table above.
The monthly compute cost depends on how heavily the app is used. An event is a single action through the app, such as fetching a task list or marking a task complete.
| Tier | Events per month | Monthly (ex GST) |
|---|---|---|
| Lite Recommended to start | 5,000 | $99 |
| Starter | 10,000 | $149 |
| Growth | 50,000 | $349 |
| Scale | 200,000 | $599 |
For a team of Xenith's size we expect the Lite tier to be more than enough to start with, and we will confirm the right tier once we see real usage.
On Lite, the total first year cost is $7,138 ex GST: $5,950 build plus 12 months of compute. Set against the roughly $25,920 a year in seat fees it avoids, the app pays for itself within the first four months and keeps saving every year after that.