Key Considerations When Writing a HubSpot RFI/RFP

6 minutes read
Sarah - 05.02.2024
Writing a HubSpot RFI/RFP

When it comes to sourcing CRM information for a powerhouse like HubSpot, RFIs and RFPs can be a resource heavy activity —after all, who doesn't want to be thorough when scouting for the perfect digital Swiss Army knife?

What is a Request for Information?

At this stage, you may not know the ins and outs of the market, and that's perfectly fine.

An RFI is a useful document tailored for those who know they need something, but don't know the top solutions yet to suit their business needs.

The goal here isn't to unravel the intricacies of each vendor's offerings - leave price tags and minute details for the RFPs.

In your RFI, you'll need to present a clear picture of your industry, the size and scope of your Go-To-Market teams, along with an honest breakdown of the hurdles you're encountering. 

It's a bit like giving your vendors the lay of the land before they come in with their infrastructure plans.


What is a Request For Proposal?

With an RFP, you're saying, "Alright, HubSpot, show me you can walk the walk." This is when you go from window-shopping to checking the engine under the hood, asking those deal-maker or deal-breaker questions.

You want the full details: pricing, features, customer service, and how it all weaves into your workflows.

Some teams create these with total ease... Others, are as unsure as a chameleon in a bag of Skittles. They crave the confidence that they have all the facts on the table before making a decision.

You need to know, can HubSpot dance to the rhythm of your company's heartbeat? Are they up to snuff when it comes to GDPR, CCPA, and whatever acronym-laden compliance requirements you have to juggle? 

Then there are the nuts and bolts –  how quickly can they restore your HubSpot data, and can they jive with the specific beats of your industry?


Build a HubSpot RFP


Understanding Your Needs & Setting Your Expectations

When you're building your HubSpot RFP, here are a few important ways to identify and communicate your expectations. This will help ensure that you're getting all the information you need:


1. Understanding Your Marketing & Sales Aims

  • Identify the desired end-state: What does success look like for your team?
  • Establish measurable targets: How will you quantify your achievements?
  • Timeline specification: When do you expect to reach these milestones?


2. Addressing Organisational Pain Points

  • Cataloguing issues: What obstacles currently impede your workflows?
  • Potential CRM solutions: Can the platform streamline these processes?
  • Specific functionality needs: Which features of the platform may resolve these challenges?


3. Aligning Team Expectations

  • Open lines of dialogue: Are all team members informed about the decisions being made?
  • Realistic time frames: Have you set feasible deadlines that account for unexpected delays?
  • Stakeholder agreement: Do all the decision-makers have a unified vision for using the platform?


4. Identifying and Communicating Expectations

  • Prioritisation of needs: What are the non-negotiable features that the platform must provide?
  • Flexibility for growth: Can the platform offerings scale with your organisation’s needs?
  • Support and training considerations: What level of customer support does your team require?


5. Vendor Selection - A Dance with Details

When selecting a vendor during the RFP process, it's essential to coordinate closely with your Go-To-Market team to ensure that the vendor's offerings align precisely with your business needs. The selection should not be based on superficial attributes but on the vendor's ability to meet the critical requirements of your operations.

Assessing which aspects of the vendor's service are essential, like efficient lead management or powerful analytics capabilities, is key to making an informed decision. Make sure that all team members are involved in this process, as their insights will contribute to a comprehensive understanding of what's needed.

The goal is to create a collective consensus around the vendor that best serves your workflows and business objectives so that when you begin your partnership, the collaboration propels your business forward smoothly and effectively.


Creating an Effective RFP


Crafting an Unambiguous RFP with Six & Flow

In our time at Six & Flow, we've encountered numerous RFPs, with many leaving much to be desired in terms of clarity. 

We understand the importance of a well-composed RFP, and we've refined our approach to ensure that none of our clients are left perplexed by its content. 

Our methodology is straightforward; it's about ensuring that every essential detail is captured. By focusing on this principle, we craft RFPs that are clear and comprehensive.


Build a HubSpot RFP


How to build an RFP

Firstly, get your bearings by establishing a baseline. Document the core metrics such as financials and platform functionalities – accuracy is key.

Move on to decipher and prioritise requirements; distinguish what you must have from what would be nice.

We’ve created a free tool for you to use, which streamlines this process to avoid overwhelm.

Then assess and rank platforms accordingly; being judicious and objective here is vital to selecting the best option.

Finally, numerical scoring eliminates guesswork and highlights your top platform choices.

No murky waters, just clear sailing to the best decision.

Now that we've dived deep into the essence of crafting an impactful RFP, wouldn't you agree it's time to put that knowledge into action? 

Check out our video for a step-by-step guide on how to utilise our CRM RFP Tool:


Our CRM RFP template is designed to guide you seamlessly through the process, ensuring that you hit all the right notes without missing a beat.

Ready to get started? Download our CRM RFP template today and step confidently towards finding the CRM solution that doesn't just meet expectations but exceeds them. 

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