HubSpot is the solution: one platform for M2M project reporting, CSP access and certifications. Smartsheet goes away, your existing HubSpot reporting and Power BI dashboard keep working, and each CSP user gets their own login.
M2M reporting is the priority. Today it lives in Smartsheet, where projects get counted twice or missed when the source and partner CSPs report differently, and entry is slow. This proposal makes HubSpot the single home for M2M, with no separate data warehouse to feed and pay for:
It also starts the certification flow in HubSpot: registration, ClassMarker test, result, and a record of who holds which certification. You choose whether the certificate comes from Certifier or from HubSpot + Cloudflare. TalentLMS stays for onboarding.
The scope is narrowed so the setup fee fits this year's budget:
Smartsheet replaced by HubSpot member pages backed by a HubDB project table. Client names come from a controlled list, partners confirm matches, CSPs see only their own data, and PSNI gets native dashboards plus the Power BI export.
See options →Registration form, ClassMarker test, result written back to HubSpot, certificate (Certifier or HubSpot + Cloudflare, your choice), and a Courses record for each certification.
See options →New Member Orientation progress from TalentLMS, visible on contact and company records.
See options →Target dates are re-set from the day PSNI picks an option. [Jane to confirm]
See timeline →A working prototype of this setup is being built now, so you can see it before you decide.
| Piece | What it does |
|---|---|
| Individual logins | Each CSP or SAP user has a personal HubSpot membership login (Content Hub). PSNI adds or removes people one at a time. No shared company passwords. |
| Member pages | Private HubSpot pages, visible to members only: "My company's projects", "Confirmed partner projects", Add/Edit project and Bulk update. Each user sees only their company's records. |
| Project table | Projects are stored in a HubSpot HubDB table that the member pages read. It is the record behind the portal. The current prototype does not mirror projects to a CRM Project object; whether production needs that mirror for HubSpot reports and the Power BI export is still open [Jane to confirm]. |
| Cloudflare Worker | A small service that checks each submission, flags likely duplicates (including renamed companies such as Candeo Vision / CTI UK and Visavvi / SCC), writes to HubSpot, and handles bulk updates. In production each write is tied to the signed-in member's login and company, and records who changed what. |
| Partner confirmation | CSP A names CSP B. B gets a signed Confirm / Flag link. Once B confirms, the project shows in B's list as read-only. Only A edits it, and it is counted once. |
| Maintenance | The Worker and templates are code. Who maintains them after handoff, and how support works, is set out at handoff [Jane to confirm]. |
| Access from China | We can't guarantee load times for any US-hosted portal. We'll include a China-based CSP in the pilot and test. |
M2M is about 1,500 projects a year, which HubSpot handles easily. Smartsheet's problem is its row and cell caps, not data size. A warehouse would add another system to feed, sync and pay for, and keeping systems in sync is what broke before. Your internal reporting already runs from HubSpot, so HubSpot stays the one source of truth.
Each phase has a fixed fee. Either way, a $2,400 credit from PSNI's existing retainer is applied.
$7,650 total · $5,250 after retainer credit
| Phase | Fixed fee |
|---|---|
| 1. Discovery & data design Data model, M2M field map, dedupe and partner-confirmation rules | $1,200 |
| 2. M2M reporting — replaces Smartsheet HubSpot member pages and project table, individual membership logins, controlled client list, partner confirmation, duplicate review, per-company visibility, core dashboards, scheduled export to keep Power BI fed | $3,900 |
| 3. Certification flow — basics Courses object (3 certifications), registration form → ClassMarker → result back to HubSpot → certificate email (Certifier or HubSpot + Cloudflare) | $1,500 |
| 5. ESnet data design support Field spec, including the five country decisions, for Ravi's build | $300 |
| 6. CSP landing page — review Hailey builds; Pivot reviews the page and member access | $150 |
| 7. Training & handoff Two recorded training sessions plus how-to guides | $600 |
| Total | $7,650 |
| Credit from your existing retainer | −$2,400 |
| Fee after credit | $5,250 |
Not in A: TalentLMS view, recertification reminders, retests, live Power BI sync, historical migration, renewals.
$10,050 total · $7,650 after retainer credit
| Phase | Fixed fee |
|---|---|
| 1. Discovery & data design Everything in A, plus TalentLMS mapping | $1,500 |
| 2. M2M reporting — replaces Smartsheet Everything in A, plus more dashboards (staff and per-CSP), bulk update and fuller pilot testing. Bulk update is a core CSP need; whether to move it into A is open [Jane to confirm] | $4,500 |
| 3. Certification flow Everything in A, plus expiry/recertification dates and retest handling | $2,100 |
| 4. TalentLMS onboarding view Monthly import of New Member Orientation progress plus a status report | $750 |
| 5. ESnet data design support Field spec plus an extra working session with Ravi | $450 |
| 6. CSP landing page — review Hailey builds; Pivot reviews the page and member access | $150 |
| 7. Training & handoff Two recorded training sessions plus how-to guides | $600 |
| Total | $10,050 |
| Credit from your existing retainer | −$2,400 |
| Fee after credit | $7,650 |
Not in B: live Power BI sync, historical migration, renewals.
Terms: 50% of the billable fee on acceptance, 50% on completion. Work outside this scope is quoted separately before it begins.
These are estimates. Each is quoted separately when requested. Items without a price are not yet scoped.
| Add-on | Estimate |
|---|---|
| Renewals phase, after the December renewal requirements are set (includes recertification reminders) | ~$2,900 |
| Historical data migration: past M2M projects and certifications (PSNI does cleanup) | ~$2,500 |
| TalentLMS onboarding view (Option A only; included in B) | ~$900 |
| Clickable prototype. Being built now as part of the evaluation. | |
| PVP spend reporting for Hans: PVP vendor and spend fields plus a dashboard. In scope or an add-on? | [Jane to confirm] |
| ESnet certificate-holder rollup: company-level certification flags synced to ESnet | [Jane to confirm] |
| Phase reminders and post-project survey | [Jane to confirm] |
| Live Power BI sync via Data Hub, instead of a scheduled export | ~$1,100 |
PSNI runs Marketing Hub Pro and Sales Hub Pro today. This work needs up to three additions. Year two onward is the number that matters, and we'll show the lowest combination that works. They are billed by HubSpot, not Pivot.
| Licence | Why |
|---|---|
| Content Hub Pro | Member-only CSP pages |
| Data Hub Pro | Sync and export, including the Power BI feed |
| Service Hub Enterprise (1 seat) | Custom objects, if the production design adds a CRM Project object alongside the HubDB table. If HubDB (or a deals pipeline) is enough, this seat may not be needed, which lowers ongoing cost [Jane to confirm] |
| Estimated total | ~$800 /month with all three · to be confirmed [Jane to confirm] |
Smartsheet for M2M tracking is retired. Manual certificate work goes away; Certifier stays or is replaced, your choice. Outside developer time on M2M data fixes is reduced, and Power BI stays fed from HubSpot.
Hailey builds the CSP landing page from Pivot's guidance. Pivot builds the member portal templates. [Jane to confirm]
Data cleanup: PSNI cleans client names and duplicates in the M2M export, using Pivot's rules, before import.
Decisions: one decision-maker each for M2M (Laura) and certifications, with answers within 2 business days.
Access: admin access to ClassMarker (and TalentLMS for Option B), plus the certificate design.
Pilot: 2–3 CSPs, including one in China, to test entry and partner confirmation.
ESnet: Ravi builds and tests the integration from Pivot's spec.
Power BI: any changes on PSNI's side.
HubSpot licences in place before the build starts. Date [Jane to confirm]
| When | What |
|---|---|
| Week 1 after go-ahead [Jane to confirm] | Discovery & data design, ESnet field spec, project table design |
| Before build [Jane to confirm] | HubSpot licences in place; PSNI data cleanup |
| Nov – Dec 18 | M2M reporting build, pilot with 2–3 CSPs, Hailey's pages |
| Dec 1–23 | Certification flow (plus TalentLMS view in Option B) |
| Dec 14–30 | Training & handoff |
| Jan 1 | New CSP experience live |
See the prototype on the walkthrough, then choose Option A or B and any add-ons. No commitment to HubSpot's proposal is needed before you've seen it.
Send the M2M export and confirm decision-makers so discovery can begin.
Confirm HubSpot licences. Pivot confirms final pricing with HubSpot.
Line up 2–3 pilot CSPs for December testing.
Pivot has been a HubSpot Solutions Partner since 2014, now Platinum, serving organizations across the US and Canada.