Common HubSpot Mistakes Businesses Make (And How to Fix Them)

Is HubSpot Helping or Hurting Your Business? Here’s How to Fix the Most Common Mistakes

HubSpot is designed to make business operations smoother—but only if it's set up and used correctly. Too often, we see businesses struggling with disorganised data, inefficient workflows, and automation that’s either underutilised or overcomplicated.

The result? Instead of saving time and improving productivity, their CRM becomes a frustrating obstacle.

The good news? These problems are 100% fixable. With the right approach, HubSpot can be the powerful, time-saving tool your business needs.

Here are the most common mistakes businesses make with HubSpot—and how to fix them.

1. Doing Too Much Manually Instead of Automating

One of the biggest (and most expensive) mistakes businesses make is handling tasks manually when they could be automated. This leads to wasted time, human error, and inefficiency—all of which slow down growth.

How HubSpot Can Help:

✅ Automated Email Follow-Ups – Never let a lead slip through the cracks again.
✅ Task Assignments – Automatically remind your team to follow up on leads and deals.
✅ CRM Updates – Let HubSpot move deals through the pipeline instead of tracking them manually.

How to Fix It:

Start by listing tasks your team does repeatedly. Then, set up HubSpot workflows to handle:

🔹 Automatic responses to new leads.
🔹 Reminders and follow-ups for sales teams.
🔹 Data entry tasks that can be automated.

With the right automation, your team can focus on closing deals instead of getting stuck in admin work.

2. Messy Data: Duplicate, Outdated, or Incomplete Records

Your CRM is only as useful as the data inside it. If your HubSpot is cluttered with duplicate contacts, outdated information, and inconsistent records, it can seriously impact your business.

The Risks of Bad Data:

❌ Inaccurate Reports – Wrong data leads to bad decisions.
❌ Wasted Time – Sales teams chase leads that no longer exist.
❌ Poor Customer Experience – Sending duplicate emails or incorrect details can damage trust.

How to Fix It:

✅ Audit Your CRM Regularly – Remove duplicate and incomplete records.
✅ Set Data Entry Rules – Ensure your team enters information consistently.
✅ Use HubSpot’s Cleanup Tools – Automate data deduplication and management.

A clean CRM helps you make smarter business decisions and ensures a seamless experience for your customers.

3. Not Using HubSpot’s Integrations to Their Full Potential

HubSpot is powerful on its own, but it works even better when connected to your other business tools. Without integrations, businesses often:

❌ Waste time manually transferring data between platforms.
❌ Lose track of customer interactions across different systems.
❌ Miss out on opportunities to automate and streamline work.

How to Fix It:

Integrate HubSpot with key tools to create a seamless, automated workflow:

✅ Project Management – Sync with Asana, ClickUp, or Trello for better task tracking.
✅ eCommerce & Payments – Connect with Shopify, Stripe, or WooCommerce for easy order management.
✅ Customer Support – Link with Zendesk or Freshdesk to track support tickets in HubSpot.

When HubSpot is fully integrated, your business runs more smoothly, teams collaborate better, and you reduce time spent on manual tasks.

4. Overcomplicating HubSpot with Too Many Custom Fields & Pipelines

It’s tempting to customise every little thing in HubSpot—but too much complexity can backfire.

The Risks of Overcomplicating Your CRM:

❌ Confusing your team, leading to slow adoption.
❌ Cluttering dashboards and making reporting difficult.
❌ Creating unnecessary workflow bottlenecks.

How to Fix It:

✅ Streamline Your Custom Fields – Keep only what’s essential for tracking and reporting.
✅ Review Your Pipelines – If there are too many stages, condense them to improve clarity.
✅ Simplify Your Dashboards – Remove unused reports and focus on actionable insights.

A clean, well-structured HubSpot setup means fewer headaches, better adoption, and more efficiency.

Is Your HubSpot Setup Holding You Back? Let’s Fix It.

Struggling with messy data, inefficiencies, or underutilised automation? You’re not alone.

At Ucidity, we specialise in fixing HubSpot setups so businesses can:

✅ Automate smarter – Save time and reduce manual workload.
✅ Clean up data – Ensure your CRM is a reliable, accurate source of truth.
✅ Integrate the right tools – Build a seamless workflow across all platforms.
✅ Simplify and optimise – Create a user-friendly CRM setup that actually works.

Book a strategy session today and let’s get your HubSpot running the way it should—efficiently and effectively.