Why HubSpot?
HubSpot's free CRM gives us a centralized place to track customer relationships, deals, and communications. This guide walks you through creating your account, importing our existing contacts, connecting Gmail, and setting up deal pipelines.
1 Create Your Free HubSpot Account
Go to HubSpot Signup
Sign Up with Google
Click "Sign up with Google" and use your Norris Utilities Gmail account. This makes Gmail integration seamless.
Complete Company Info
Company: Norris Utilities | Industry: Utilities/Energy | Size: 1-10
Skip Optional Steps
HubSpot will offer tours and upsells. Click "Skip" or "Maybe later" to get to the dashboard quickly.
2 Import 497 Contacts
About the Import File
We've prepared a CSV file with all customer contacts. The file is located at:
data/contacts_hubspot_import.csv
Columns: First Name, Last Name, Company, Email, Phone
Download the Contact File
Download the CSV from the repo: contacts_hubspot_import.csv
Navigate to Import
In HubSpot, go to Contacts (left menu) → Click Import button (top right)
Select Import Type
Choose "Start an import" → "File from computer" → "One file" → "One object" → "Contacts"
Upload the CSV
Drag and drop or browse to select contacts_hubspot_import.csv
Map Columns
HubSpot will auto-detect most fields. Verify the mapping:
- First Name → First name
- Last Name → Last name
- Company → Company name
- Email → Email
- Phone → Phone number
Complete Import
Review the summary showing 497 contacts, then click "Finish import". The process takes 1-2 minutes.
3 Connect Gmail
Why Connect Gmail?
Gmail integration automatically logs email conversations with contacts, making it easy to see the full history of customer communication without manual data entry.
Open Settings
Click the Settings gear icon (top right) → General → Email
Connect Personal Email
Click "Connect personal email" → Select "Gmail / Google Workspace"
Authorize Access
Sign in with your Norris Utilities Gmail and grant HubSpot permission to read/send emails.
Configure Logging Settings
Enable "Log emails sent from Gmail automatically" and "Log email replies automatically"
4 Set Up Deal Pipeline
What's a Deal Pipeline?
A deal pipeline tracks sales opportunities from first contact to closed sale. Each "deal" moves through stages as it progresses.
Navigate to Deals
Click Sales (top menu) → Deals
Open Pipeline Settings
Click the dropdown arrow next to "Sales Pipeline" → Edit stages
Customize Pipeline Stages
Configure these stages for Norris Utilities:
- Inquiry Received — New customer inquiry or RFQ
- Quote Sent — Formal quote provided to customer
- Negotiation — Pricing or terms under discussion
- PO Received — Customer has issued purchase order
- Shipped — Order fulfilled and shipped
- Closed Won — Payment received, deal complete
- Closed Lost — Customer chose not to proceed
Save Pipeline
Click "Save" to apply your customized pipeline stages.
5 Daily CRM Workflow
How to Use HubSpot Daily
- Log new contacts — When you meet a new customer, add them to Contacts
- Create deals — When a customer shows buying intent, create a deal and assign it a value
- Update deal stages — Move deals through the pipeline as they progress
- Check activity feed — Review recent emails and calls logged automatically
- Add notes — Document important conversations on contact/deal records
Quick Access
Bookmark your HubSpot dashboard: app.hubspot.com
Install the HubSpot mobile app (iOS/Android) for access on the go.
Setup Complete!
Your HubSpot CRM is now configured with 497 contacts, Gmail integration, and a customized deal pipeline. Start tracking customer relationships and watch your sales visibility improve.
Questions? Contact Aaron for support.