The Westmead Institute
for Medical Research

A modern HubSpot platform for WIMR and the Foundation — bringing the donor and finance journey into one connected system, ahead of the Dynamics 365 CRM end-of-support deadline.

Engagement summary

Component	Ex GST (AUD)
Translate · Standard Discovery, documentation, and rule setting for each Outcome Engine
CRM Foundation — CRM Platform	$2,100
Lead-to-Pipeline Engine — Marketing Hub	$1,875
Pipeline-to-Revenue System — Sales Hub	$1,875
Customer Retention Engine — Service Hub	$1,875
Data Integrity & Control Layer — Data Hub	$1,200
Translate subtotal	$8,925
Production · Complete · 12 months Unlimited builds — configuration, integration, and deployment of everything defined in Translate
5 engines × $2,250/mo × 12 months	$27,000
Production subtotal	$27,000
Custom Work Custom integrations and additional services
HubSpot + Dynamics 365 Finance Integration	$11,450
HubSpot + Raisely Integration	$4,750
Custom Work subtotal	$16,200
Total Engagement	$52,125

All prices AUD excluding GST. Total excludes Integration Hosting (PAYG, billed on actual event volume).

Payment options

Project plan and key milestones

Indicative timeline assuming a kick-off the week of Mon 1 June 2026. 17 weeks end to end, with hypercare running into early October.

Milestone	Target
Discovery complete	Week 2 — Fri 12 June
Design complete	Week 7 — Fri 17 July
Build complete	Week 13 — Fri 28 August
Test complete	Week 14 — Fri 4 September
UAT sign off	Week 15 — Fri 11 September
Training complete	Week 16 — Fri 18 September
Cutover and deployment to production	Week 17 — Fri 25 September

Stakeholder commitments

This plan depends on WIMR and Foundation stakeholders being available for the following sessions. We'll lock calendars in week 1 so the team has clear visibility of what's needed and when.

Cutover and hypercare

• Weekend cutover at the end of week 17, planned to land before the next Finance period close so the new system is live for end-of-month reconciliation.
• 2 weeks of hypercare immediately following go-live, with daily check-ins to respond to any issues raised, plus a fortnightly retrospective.

General and data migration

• Field rationalisation across Contact, Account, and Deal — moving from a sprawling field set into a clean, prioritised structure that's easier to use and maintain.
• Custom objects: Donations, Gifts, Pledges, Bequests (with confidentiality controls), Invoice Requests, and Events.
• Migration source: Microsoft Dynamics 365 — approximately 6,000 contacts, 520 organisations, multi-year donation history, bequest records, pledges, and event history.
• Bequest migration handled separately under the access control model — only authorised migration team members handle bequest data, with a documented chain of custody.
• Consent normalisation — opt-in, opt-out, and channel preferences mapped into HubSpot's consent framework, with audit trail of historical consent state preserved.
• Deduplication across contacts and organisations — fuzzy match, manual review queue for ambiguous cases, and merge rules that preserve gift history.
• Validation strategy: Two-pass migration. Initial sandbox load with reconciliation against source, sign-off, then a delta migration into production ahead of cutover.
• First migration sign off, followed by Delta migration ahead of cutover.

WIMR Foundation

The Foundation is the primary user group for Phase 1. The current Dynamics platform sees almost no use, so much of this work is replacing Excel, Outlook folders, and personal memory with a system the team will actually adopt.

Donor records and stewardship

• Configurable record types for individuals, organisations, and trusts/foundations — all behaving equivalently across reporting, segmentation, and stewardship rules.
• Auto-progression rules between donor stages (e.g. Major Donor Prospect → Major Donor on gift receipt; Current Donor → Lapsed after 12 months without a gift), agreed during Discovery and enforced via HubSpot workflows.
• Named relationship manager per donor, with stewardship task assignment and follow-up reminders.
• Birthday, anniversary, and in-memoriam reminders surfaced automatically to the relationship manager.
• All donor record fields reportable, and income reportable against budget and target by segment.

Bequests — Gift in Wills

• Confidential bequest module with record-level and field-level access controls — visible only to named roles.
• Full lifecycle stages: Date of Death (DOD), Advised, Received, Receipted, and Recognition.
• Related contacts on each bequest record — solicitors, executors, next of kin — with appropriate visibility per role.
• Document storage for wills, letters from executors, and supporting correspondence, attached to the bequest record.
• Biographical profiling fields (country of birth, languages spoken, etc.) for stewardship and segmentation.
• Configurable bequest codes and preferred contact methods, used for downstream segmentation.
• Bequest pipeline reporting — value, stage, expected timing — without exposing identifiable detail to unauthorised users.

Corporate partnerships

• Partnership records tracking benefits commitments and usage — what was promised, what's been delivered, and what's outstanding.
• Renewal deadline tracking with task generation ahead of the renewal window.
• Partnership history across events, campaigns, and gifts, surfaced on the company record.
• Sponsor value reporting linked to events the partner attended or sponsored.

Community fundraising — Raisely

• Raisely integration pulling community fundraising activity into HubSpot — peer-to-peer campaigns, fundraising profiles, and donations made via Raisely campaigns.
• New fundraising profiles and supporting organisations trigger proactive notifications to Foundation stewardship for follow-up.
• Reconciliation between Raisely campaign totals and HubSpot-recorded donations, with variances surfaced for review.
• Donor records created from Raisely supporters, with consent and contact preference carried across.

Events

Events become a fully managed workstream inside HubSpot — Excel run sheets retire.

• Event records as a custom object with linked task lists, timelines, responsibilities, and approval steps.
• Invitation lists built from CRM segments — donor stage, partnership tier, geography, event attendance history, or any combination.
• RSVP capture via web forms, with structured dietary and accessibility fields per attendee.
• On-the-day mobile check-in via HubSpot mobile (or a lightweight check-in form) so attendance is captured live rather than back-keyed days later.
• Event reminder journeys — save the date, week-of, day-of, plus post-event thank you — automated via Marketing Hub.
• Gifts and pledges raised at or because of the event linked back to the event record, so attribution is clean for reporting.
• Post-event reporting — attendance vs invited, RSVP-to-attend conversion, sponsor value delivered, fundraising raised, and event ROI against cost.
• Cross-team event visibility — Foundation events visible to other teams where appropriate, with ownership rules enforced.

Marketing and EDM

• Branded email templates and creation workflow, with sender approval where required.
• Segmentation by donor stage, gift history, geography, partnership tier, event attendance, and any custom property.
• Engagement tracking (opens, clicks, bounces, unsubscribes), opt-in/opt-out management, and consent compliance.
• A/B testing on subject lines and content where it materially helps the campaign.
• Automated journeys: welcome, lapsed donor re-engagement, event reminders, post-event thank you, and stewardship cadences.
• Web forms feeding directly into HubSpot — donations, event RSVPs, newsletter signups, contact enquiries — with routing rules to the right relationship manager.
• Audit, recommend and rebuild reports.
• Audit, recommend and rebuild email templates and supporting workflows.

Online donations and reconciliation

• Online donations via Stripe as the payment processor — donation records created in HubSpot on payment success and pushed onwards to D365 Finance via the integration.
• Givergy auction and raffle reconciliation via post-event import using HubSpot's built-in import tools, with mapping templates for the standard Givergy export.
• Suspense / unallocated donation pattern — a holding record for bank deposits Finance cannot yet code, with re-association once the Foundation provides allocation context.

Meeting bookings

• Donor and partnership meeting booking via HubSpot meeting scheduler — each Foundation manager has their own link, with availability synced from Outlook.

Finance

Finance moves off the manual donation register and onto a system where every donation, invoice, and payment carries enforceable coding from the moment it's entered, with full visibility back to D365.

Donation register replacement

• Donation records flow into HubSpot from Foundation entry, Stripe, Raisely, and Givergy reconciliation.
• Coding enforced at the point of entry — fund, campaign, GL account, cost centre, financial dimensions, restricted/unrestricted designation, and payment channel — rather than corrected after the fact in Finance.
• Master data sync from D365 means coding values are always current and valid; users pick from the canonical D365 list, not free text.
• Approval workflow for high-value or non-standard donations before they post forward to D365.

Tax receipts (DGR)

• Receipts triggered automatically on confirmed payment — not on donation creation — to avoid premature receipts on failed transactions.
• Receipt content compliant with ATO DGR requirements, with branded WIMR and WIMRF templates handled separately by legal entity.
• Annual tax statement issuable as a single consolidated receipt per donor for the financial year.
• Re-issue workflow for lost or amended receipts, with full audit trail.

Pledges and instalments

• Pledge records as a custom object — total pledged amount, instalment schedule, and payment cadence.
• Instalment payments tracked against the parent pledge, with reminders ahead of each due date.
• Pledge-to-cash reporting showing committed vs received against forecast.

Invoice request workflow

• Foundation raises a sponsorship or pledge invoice request in HubSpot, captured against the deal or partnership record.
• Approval routing before the request is sent to D365 — configurable by amount threshold or invoice type.
• Once approved, request pushed to D365 to trigger invoice creation, with the invoice reference returned to the originating record.

Posting confirmation and reconciliation

• D365 posting events flow back into HubSpot, closing the loop on every donation and invoice with a verified posting reference (batch ID, invoice number, payment reference).
• Reconciliation reports between HubSpot and D365, automated and scheduled, surfacing variances Finance can act on rather than chase.
• Refund handling — refunds initiated in HubSpot trigger reversal records in D365, with the original donation record updated and any corresponding receipt re-issued or marked void.

Master data and multi-entity

• Master data sync — funds, GL accounts, cost centres, and financial dimensions sync from D365 into HubSpot on a daily cadence.
• Legal entity separation between WIMR and WIMRF, applied on every transaction at the integration layer via legalEntityId.
• Period-end lockdown handling — coding edits gated during D365 close periods, with backfill on reopen so users aren't blocked from working.

Suspense and unallocated handling

• Bank deposits Finance cannot immediately code land in a holding record visible to both Finance and Foundation.
• Foundation provides the missing context (donor, fund, campaign), and the record is re-associated and posted forward.
• Audit trail of unallocated time per record, surfacing items that have been sitting too long without resolution.

Reporting

• Audit, recommend and rebuild reports.
• Audit, recommend and rebuild email templates and supporting workflows.
• Income reportable against budget and target by segment, fund, campaign, and time period.

Out of Phase 1

Parked for a Phase 2 conversation once Foundation and Finance are stable and adopted:

• Commercialisation — IP and industry pipeline, SharePoint document linkage, board-ready committee reporting, IP registry custom object.
• Scientific Platforms / PrecisionGo — researcher and Scientific Platform user database (~1,000 users across ~65 organisations), audience segmentation, event capture, and PBMS booking/LIMS interface.
• Researcher / volunteer / patient advocate repository — flagged as a nice-to-have in the FRD.
• Givergy live integration — no public API exists today (Givergy is now part of momoGood); the manual import pattern in Phase 1 is the recommended approach. Reassess if a public API becomes available.
• PBMS direct integration — pending owner identification and data structure documentation.
• Predictive AI, full grants management, clinical records, and social media analytics — explicitly out of scope per the FRD.