Case study
A real-estate marketing company replaced HubSpot
The company, about $10M a year, ran its sales and support in HubSpot and paid an outside agency for the software around it. Now it owns one system that does both.
- Tools each rep used, now one screen
- 4 → 1
- Tools each rep used, now one screen
- The support headcount it needed before
- Half
- The support headcount it needed before
- Automated tests, run on every change
- 50,000+
- Automated tests, run on every change
What the new system does
- Matches homes for sale to the agents most likely to want them, then starts a campaign for each match.
- Sends the follow-up texts and emails, and tracks every reply in the contact's history.
- Tracks contacts, deals and support tickets in one place, with each rep's work on one screen.
- Takes payments through Stripe, which is now the record of what each customer pays.
- Books meetings through Calendly and Cal.com, and alerts the team in Slack when something breaks.
- Gives staff a sign-in limited to the company's own Google accounts, with roles for each part of the system.
How the switch went
- Step 1
History came over first
Contacts, deals, tickets, conversations and support logs were exported from HubSpot, imported, and checked. Duplicate contacts were merged.
- Step 2
Both systems ran side by side
The new system kept HubSpot in sync while the team switched over, so nobody lost a record mid-move. Reports counted from the switch date so old and new numbers never mixed.
- Step 3
Then HubSpot was switched off
The last HubSpot jobs were turned off in August 2026. A test now fails if any code tries to call HubSpot again. The old records stay readable.
How it is kept safe
- More than 50,000 automated tests, run on every change before it is merged.
- An AI review of every change, which can comment but not approve or merge.
- Guardrails that stop the AI from changing the live database or deploying on its own.
- Logs of admin changes and contact merges, and limits on how fast personal data can be read.
It is a large system: about 350 database tables and 145 screens, built with AI writing the code under my direction and review.
Paying for HubSpot and an agency? One free hour tells you if switching pays off.
Most switches start at $2,500 and take 1–6 months, depending on size. A system this size takes longer, and I'll tell you how long on the call.