Turn one shared inbox into an accountable HubSpot handoff.

The handoff to check

A shared mailbox can contain new requests, updates, supplier messages and unrelated mail. Before automating, agree which messages belong in the enquiry workflow and which must be left alone.

Try the fictional workflow demo →

Check the native inbox connection first

If HubSpot’s supported inbox connection already meets your team’s needs, an extra integration may be unnecessary. Verify the mailbox type, subscription, permissions and required record behaviour. The pilot addresses a confirmed handoff need rather than assuming a CRM failure.

Preserve the difference between a request and a reply

Agree thread matching, repeat-request handling and which supplied fields become CRM data. An ambiguous email enters human review. It must not create a second sales opportunity simply because someone replied to the original thread.

Limit access and test with selected examples

Use only the agreed mailbox and customer-owned destination, with the minimum permissions needed. Agree which content is necessary and how access ends at handover. Test up to 30 supplied examples, including replies and uncertain requests; mailbox-wide migration is excluded.

The bounded deliverable

• One enquiry source: one web form or one shared inbox
• One destination: HubSpot or Google Sheets
• Extraction of available contact or company details, enquiry type, work scope, postcode or service area, domestic or commercial context, requested timing, drawings, urgency and preferred contact method
• An owner, status and dated next action on every created record
• A visible human review queue for uncertain or incomplete records
• A basic team notification
• Acceptance testing against up to 30 historical examples supplied by your team
• Short operating and handover documentation
• Customer-owned accounts and operational data

The 14-day delivery window starts once the agreed access, sample enquiries and acceptance rules are available.

£475 at the agreed start; £475 after documented acceptance. Third-party software fees are excluded. The pilot does not include autonomous pricing, quoting, revenue guarantees or CRM replacement.

Read the full scope, exclusions and acceptance criteria →

Check the fit

Fits: One shared business inbox, HubSpot and a specific need to make enquiry responsibility visible.

Outside this pilot: Mailbox scraping, bulk cold email, autonomous reply agents or merging every communication channel.

Will the workflow reply to customers by itself?

No. The pilot creates the agreed record, ownership and next-action visibility. Uncertain messages stay available for human review; commercial replies remain with your team.