HubSpot CRM & Marketing Remediation for
Arkos Global Advisors

What I'm Proposing

A one-time HubSpot remediation to get your instance clean, your pipeline real, and your Houston team mapped. $8,500, fixed. This is the kickoff you described on our call: a foundation we build together before we talk about the larger migration.

I scoped this as a one-time kickoff on purpose. I would rather earn the next phase than sell you a retainer on day one.

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What I Found

You have one HubSpot instance across two offices, and they could not be more different.

Atlanta moved everything into HubSpot and runs it beautifully. Kane built it. Houston never adopted it. They still live in Redtail and LaserApp, and as you put it, Houston is stuck in the mud.

So today you are paying for two CRMs, using HubSpot for a fraction of what it can do, and your client data is scattered across Redtail, Schwab, and HubSpot. The part that stuck with me: 401 properties in your instance, many duplicative, some nonsensical, with field names like "Red Tail Contact Status." You bought the Marketing Professional hub but never the Sales Hub, so the deal flow is being used as a makeshift sales pipeline. And your KYC data, socials and all, lives on a 1950s Word form on a network drive.

None of this scares me. I just migrated 750,000 records from Jack Henry Silverlake into HubSpot in three weeks, three weeks ahead of schedule. This is the work I do every week.

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The Kickoff Scope

1. HubSpot audit and property cleanup. I rationalize the 401 properties, remove the duplicates and dead fields, and stop the "Red Tail Contact Status" sprawl. You get a clean, documented data model.

2. Pipeline rebuild. I take your current makeshift pipeline and rebuild it into a proper one with stages that match how your team actually sells.

3. Houston workflow mapping, then a build that fits it. I sit with Anne and Gwen and learn what they actually do in Redtail and LaserApp. Then I turn those requirements into the real work: the pipeline stages, properties, and workflows get built around how Houston operates, so HubSpot fits their day instead of fighting it. Capturing requirements before building is the step everyone skips. Shell skipped it on a $3 billion SAP project and had to restart. We will not.

4. Data hygiene and enrichment. I fill the gaps: a primary and secondary address per client, and demographic ranges so your marketing can segment by who people are, not by what you guessed they want.

5. Redtail-to-HubSpot foundation. I design the architecture so HubSpot becomes your marketing engine, sensitive data like SSNs stays resident with Redtail or Schwab, and Houston can see in the property history exactly where each value came from. That last part is how you earn their trust instead of fighting them.

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What This Sets Up

Your goal is to retire Redtail by September 30. The technology can move that fast. The people are the variable, which is why mapping Houston's workflow comes before any migration.

By the end of this kickoff you have three things: a clean HubSpot, a pipeline and workflows built around how Houston actually works, and a documented plan for retiring Redtail. That plan is what we execute next: the full Redtail-to-HubSpot cutover, the marketing module build, and adoption coaching for Anne and Gwen. You approve that scope with real numbers in front of you, not a blank check.

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Timeline

Start July 7, done by September 7. That is about nine weeks, spread so the hands-on Houston work does not collide with the technical build, and it leaves three weeks of buffer before your September 30 Redtail deadline.

Weeks	Dates	Focus
1-2	Jul 7 - Jul 18	Audit and access. Full HubSpot audit, 401-property inventory, deal-flow review.
3-4	Jul 21 - Aug 1	Houston workflow mapping with Anne and Gwen. Requirements captured.
5-6	Aug 4 - Aug 15	Property cleanup and the pipeline rebuilt to fit how Houston works.
7-8	Aug 18 - Aug 29	Data hygiene, enrichment, and the Redtail-to-HubSpot foundation.
9	Sep 1 - Sep 7	Documented migration plan, training, and the next-phase scope.

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What I Need From You

• HubSpot admin access, or a seat with the right permissions
• A short intro to Anne and Gwen, and 30 minutes each to watch them work
• Read access to how Redtail and LaserApp are used in Houston
• A point of contact for compliance questions on where PII is allowed to live

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Next Step

The price and the Start Now button are right here on this page. Click Start Now and I begin the audit this week. If you would rather talk first, my calendar link, cell, and LinkedIn are all in the footer below. Either way, you will have the foundation in place well before your September 30 target.

What You Told Me

Monica, here is what I heard on our call, in your words, so you know this proposal is built on it and not on a template.

The Setup

• One HubSpot instance, two offices. You bought the Marketing Professional hub four or five years ago.
• Atlanta adopted it fully and runs it well. Kane built their setup.
• Houston did not. They still run Redtail and LaserApp, and in your words, they are stuck in the mud.

The Pain

• You are paying for two CRMs and not using HubSpot thoroughly.
• 401 properties, many duplicative or nonsensical, with fields literally named after Redtail.
• The deal flow is being used as a makeshift sales pipeline because you have HubSpot's Marketing Hub but not the Sales Hub.
• Client data is fragmented. You may or may not have an address or a birthday for any given client.
• SSNs sit in Redtail and LaserApp, which you said drives a truck through your data security policy.
• KYC data lives on a 1950s Word form on a network drive with no control.

The Goal

• Retire Redtail by the end of Q3, September 30.
• Get HubSpot working as a real CRM and a real marketing engine.
• Stratify your client base so marketing speaks to who people are, not to a guess.
• Keep sensitive data out of HubSpot and resident where the SOC programs already live.

The Reality We Agreed On

The technology is the easy part. Adoption is the variable. Anne and Gwen have done this for 40 years, and the only way this works is to map their workflows and earn their trust, not to tell Houston to do it Atlanta's way.

Arkos Global Advisors

Arkos Global Advisors is a wealth management firm serving ultra high net worth clients, with offices in Houston and Atlanta.

How You Run Today

• One HubSpot instance shared across both offices, on the Marketing Professional hub.
• Atlanta operates fully inside HubSpot for CRM and marketing.
• Houston runs Redtail for CRM and LaserApp for forms, with HubSpot used lightly.
• Client records and custody live across Redtail, Charles Schwab, and Fidelity.

Your Team

• Anne and Gwen anchor client care in Houston, with 40-plus years each in the industry.
• Kane, in Atlanta, designed and adopted the HubSpot workflows that already work.
• You wear every hat: marketing, compliance, CFO, COO, and CIO.

Your Clients

Ultra high net worth individuals and families. Their social presence is run by communications teams, not personal. That is exactly why your marketing has to be driven by data you own, not by social signals you cannot control.

Ryan Murphy, Founder

I run UpfrontOps. I build revenue and data operations for companies that need the system to actually work, not a deck about it.

Why Robert Sent You to Me

Robert and I go back about 15 years, to my days as an intern at Omnipotech. I am still doing HubSpot work for Netsurit right now, so Robert knows exactly what I do and how I do it.

What I Do

• HubSpot CRM and marketing implementation (Certified Solutions Partner)
• Large-scale data migration and nightly sync between legacy systems and HubSpot
• Custom HubSpot apps and integrations
• Compliant data enrichment to fill the gaps in client records

Track Record

• Just migrated 750,000 records from Jack Henry Silverlake into HubSpot in three weeks, three weeks ahead of schedule
• HubSpot Certified Solutions Partner
• 6 Clutch Awards (AI Strategy, Fractional CMO, Performance Reporting)
• Advisor to 200-plus brands through Telarus
• Featured on the MarketingOps Ops Cast podcast

How I Work

No retainers with vague deliverables. This starts as a one-time, fixed-price kickoff so you can see how I work before we scope anything bigger. Clear scope, real requirements, and a foundation your Houston team will actually adopt.