Engagement summary
| Component | Ex GST |
|---|
| Translate · StandardDiscovery, documentation, and rule-setting for each selected Outcome Engine. |
| CRM Foundation — CRM Platform | $2,100 |
| Pipeline-to-Revenue System — Sales Hub | $1,875 |
| Translate subtotal | $3,975 |
|
| Production · Complete — 12 monthsUnlimited builds — configuration, integration, and deployment of everything defined in Translate. 2 engines × $1,250/mo × 12 months. |
| 12 months unlimited builds | $15,000 |
| Production subtotal | $15,000 |
|
| Total engagement | $18,975 |
All prices in AUD, excluding GST.
Payment options
Monthly
6 monthly payments
$3,478.75 inc GST
Credit card via Stripe.
Upfront Save $1,565.44 (7.5%)
Single payment
$19,307.06 inc GST
Pay by invoice, 7-day terms.
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HubSpot CRM Configuration
- Data model design across companies, contacts, deals and tickets, plus custom properties for course type, course code, participants, training location, session date, projected revenue, actual revenue, accreditation expiry, client health flag, and decision maker indicator on contacts
- Users, teams and permissions across sales, retention and management
- Conversations inbox connected to Hero HQ's Google Workspace
- Page layouts on company, contact and deal records — each team sees the right information first
- Admin training so the in-house team can manage day-to-day changes
Sales Hub Implementation
Two-pipeline structure
- New Bookings pipeline — Cold Call, Qualified, Proposal Sent, Negotiation, Closed Won, Closed Lost
- Rebookings pipeline — auto-populated when a New Bookings deal is closed won, with the rebooking due date set against accreditation expiry
- Stage entry and exit criteria for consistent rep behaviour, plus weighted probability per stage to support forecasting
Deal automation
- Auto-creation of rebooking deals on close won, with property values carried over from the original deal
- Task creation against the deal owner at defined points (e.g. follow-up after proposal sent, check-in before session date)
- Deal stage automation routing notifications, updating properties and triggering internal handoffs
Sales workspace
- Prioritised task queues with separate views for prospects and existing clients
- Breeze task scoring — highest value items first, weighted by deal value, recent activity and sentiment
- Email templates and snippets for booking confirmations, proposal cover notes, follow-ups and rebooking outreach
- Sequences for nurture cadences between sessions
- Quote tool with line items reflecting Hero HQ's course catalogue
- Internal session request workflow via HubSpot forms — internal requests are captured, routed and tracked as deals rather than disappearing into email
Native Integrations
Aircall
- Embedded dialler on contact and company records
- Automatic call logging, recording storage and transcript capture against the right record
- Calls available to Breeze for in-call coaching, post-call summaries and next best action suggestions
Xero
- Projected revenue (deal value) alongside actual invoiced revenue on every deal
- Pre- versus post-training date logic — projected revenue before the session, actual revenue once the invoice is raised
- All Xero invoices for a client visible on the company record
- Sales rep revenue goals configured in HubSpot, with target versus actual closed won revenue tracked in real time
Zendesk (one-way sync)
- Tickets, comments and status changes flow from Zendesk into HubSpot
- CX activity surfaced on the contact and company timeline so sales reps see the full picture
- Auto-creation of the HubSpot contact where a Zendesk ticket relates to a contact that does not yet exist
- Reverse direction (sales activity surfacing in Zendesk) is not in scope — see Future Phases for the Service Hub migration option
Breeze AI Configuration
- Sentiment tracking on the company record using calls, emails, meeting notes and tickets — no surveys required
- At-risk client flagging triggered by negative sentiment, prolonged inactivity, complaint tickets or pricing objections
- AI summaries on company, contact and deal records — anyone joining an account can read a structured catch-up in seconds
- In-call coaching during sales calls
- AI drafted email responses with next best step recommendations, generated from the full client history
- Conversational reporting in natural language — "what is our current rebooking rate for childcare clients", "which deals are stuck in negotiation more than 14 days"
- Repetitive task automation — auto-logging, auto-categorising inbound tickets, auto-summarising long email threads, auto-enriching company data
- AI drafted quotes generated from deal data, ready for the rep to review and send
Reporting and Dashboards
Rep level
- Personal pipeline view — open deals, stage health and forecasted revenue
- Task and activity productivity
- Rebooking rate for the Retention team
Manager level
- Pipeline health across both pipelines, including time in stage and stuck deal flags
- Year-on-year and month-on-month revenue performance against goal
- Team productivity and forecast accuracy
- Hot leads and red flags surfaced via Breeze
CEO rollup
- AI drafted weekly and monthly sales reports for the sales manager, with a separate monthly rollup for the CEO
- Delivered as scheduled PDFs — no manual export required
Data Migration
- Extraction of company, contact and historical deal data from Gmail, spreadsheets, Xero and any sales records inside Zendesk
- Validation and cleansing of data for formatting and migration readiness, without altering underlying content
- Mapping into the configured HubSpot data model
- Pilot migration for the Hero HQ team to review and validate
- Final cutover migration on the agreed date, with post-cutover error resolution
- Hero HQ validates data accuracy and completeness; Kongo manages all technical work
Training
- Admin training for super admin users — self-manage workflows, properties, views and reports after go-live
- Rep training — daily workflow in the sales workspace, calling, email, deal management and reporting
- Manager training — pipeline review, forecasting, dashboards and team coaching from within HubSpot
- All live coaching sessions recorded and made available to anyone who joins the team later
Future Phases
Two workstreams are recognised as likely future phases. Out of scope for this engagement, but Phase 1 platform decisions are made so these plug in later without rework.
Service Hub migration
- CX team migration from Zendesk to HubSpot Service Hub — intake channels, ticket pipeline, automation, knowledge base, customer feedback surveys, CX team training and Zendesk-to-Service-Hub data migration
- Phase 1's one-way Zendesk sync covers the sales team's visibility need until then
aXcelerate integration
- Custom middleware on Kongo's AWS infrastructure — agents check participant learning progress, look into certificate issues and trigger retraining or recreditation journeys from within HubSpot
- Data model and automation framework in Phase 1 designed so the integration can plug in later without rework
Session reschedule automation
- HubSpot, Xero and Aircall updates can be automated natively when a session moves — scoped after Phase 1 is live
- aXcelerate side of the reschedule and any Vercel availability dashboard updates require custom build, scoped with the broader aXcelerate workstream
Out of scope
- Tiny Hearts brand work (B2C ecommerce, Shopify integration) — separate engagement
- HubSpot software licensing (managed directly between Hero HQ and HubSpot)
- Aircall, Xero and Zendesk licensing fees
- Public website (herohq.co marketing site) unless specifically requested
- Personality type detection on live calls — HubSpot supports sentiment and tone but not personality typing (DISC etc.); would require a third-party tool such as Crystal
- Outbound voice AI calling on behalf of reps — HubSpot does not include a native voice agent; email and SMS automation is supported
- Custom API development beyond HubSpot's native capabilities, beyond the integrations specifically scoped in this document