How to Choose the Right HubSpot Freelancer for Your Business

So, you’ve decided to bring in a HubSpot freelancer. Smart move.

Maybe your CRM setup is a bit of a mess, or your sales team aren’t using the system properly. Perhaps you're launching campaigns and hoping for the best, or you're just ready to take things up a notch without hiring someone full time.

Whatever the reason, a good HubSpot freelancer can be a game-changer.

But with so many out there – strategists, implementers, developers, data nerds, content writers, trainers – how do you pick the right one?

In this post, we’ll walk you through what to look for, what questions to ask, red flags to avoid, and how to make sure the person you hire is a good fit for your business.

Why hire a HubSpot freelancer in the first place?

Before we dive in, let’s be clear about why freelancers can be such a great choice:

• Cost-effective – You get top-level expertise without the overheads of a full-time hire or big agency.

• Flexible – Need 5 hours a month or 50? Freelancers adapt to your needs.

• Specialised – Many freelancers focus on one thing (like sales enablement or marketing automation), so you get deep expertise where it counts.

• Quick wins – They’ve seen it all before and often know the fastest way to fix problems.

In short, they help you get the most out of HubSpot – without the fluff.

But not all freelancers are created equal, and not every good one will be the right one for you.

Step 1: Get clear on what you actually need

Before you even start browsing freelancer profiles or asking for recommendations, take 10 minutes to figure out what you’re actually trying to solve.

Some examples:

• “We need to clean up our contact database and sort out duplicates.”

• “Our sales team aren’t using HubSpot – we need training and better processes.”

• “We want to automate onboarding emails for new customers.”

• “We’re about to start using HubSpot and need help setting it up right.”

If you're not 100% sure what the problem is, that’s okay too – many freelancers are happy to do a quick audit or discovery call to help define the work.

But clarity = efficiency. The clearer you are, the better match you’ll find.

Step 2: Understand the types of HubSpot freelancers out there

There’s no official job title hierarchy in the freelance world, so here’s a rough guide to who does what:

1. HubSpot Strategists

They help you define the why and how. Ideal for:

• Building out lead generation or sales funnels

• Mapping buyer journeys

• Aligning marketing, sales, and service

• Creating a scalable CRM structure

2. HubSpot Implementers

These are the people who get stuck into the nuts and bolts:

• Setting up pipelines

• Creating custom properties

• Importing data

• Building dashboards and reports

3. Automation & Workflow Specialists

If you're keen to use workflows to streamline sales and marketing, these folks are gold. They help with:

• Lead nurturing

• Internal notifications and task automation

• Lifecycle stage updates

• Onboarding or re-engagement sequences

4. Developers & Integrators

For anything technical:

• Custom modules and website work

• Connecting HubSpot to third-party systems (like Xero, Stripe, etc.)

• API integrations

5. Content & Campaign Freelancers

For marketers looking to use HubSpot more effectively:

• Email marketing

• Blogging and SEO

• Landing page creation

• Social campaigns

6. Trainers & Coaches

Need your team up to speed?

• 1-to-1 or group HubSpot training

• Custom manuals and how-to guides

• Onboarding for new staff

Many freelancers cover more than one of these areas, but most tend to have a “main lane” they focus on.

Step 3: Where to find HubSpot freelancers

You’ve got a few options:

• Freelancer marketplaces (like ours!) – pre-vetted, niche-focused freelancers with reviews and specialisms.

• LinkedIn – search for “HubSpot freelancer” + your need (e.g. “HubSpot workflow specialist”).

• The HubSpot Solutions Directory – great for agencies and some solo consultants.

• Your own network – a quick “anyone know a HubSpot freelancer?” on LinkedIn can surface great people.

Step 4: What to look for in a freelancer profile

Here’s what to pay attention to when reviewing potential freelancers:

✅ Experience with your version of HubSpot

Do they have solid experience in the same Hubs you use – CRM, Sales Hub, Marketing Hub, Service Hub?

✅ Industry relevance

Have they worked with businesses like yours before? E.g. B2B tech, construction, eCommerce, etc.

✅ Proof of results

Look for real examples, not vague buzzwords. Do they show the kind of wins you’re after – cleaner data, higher conversion rates, faster sales cycles?

✅ Tools & integrations

Using Xero, PandaDoc, Calendly, or anything else? See if they’ve done similar integrations before.

✅ Reviews or testimonials

Do past clients rave about their clarity, speed, or helpfulness?

✅ Communication style

Do they sound like someone you’d enjoy working with? Friendly, clear, reliable?

Step 5: Questions to ask before hiring

Once you’ve shortlisted a few freelancers, hop on a short call or send a few messages to get a feel for how they work. Here are some useful questions:

1. What’s your process for getting started? A good freelancer will have a structured way of onboarding new clients.

2. Have you worked with businesses like mine before? Useful if you’re in a niche industry or have specific needs.

3. What HubSpot tools do you use most often? You want someone comfortable with the tools you rely on.

4. How do you communicate and share progress? Some use Slack, some stick to email, some love Notion. Make sure their style fits yours.

5. Do you work hourly, on retainer, or per project? Clarify the structure so you can budget accordingly.

6. Can I see examples of past work? Especially helpful for automation setups, pipelines, or reports.

Step 6: Red flags to watch out for

Freelancers are humans – and not every one will be the right fit. Keep an eye out for:

🚩 Overpromising without asking questions
If someone says “Yep, I can do that no problem” without digging into your setup first, be cautious.

🚩 Lack of structure or process
If their approach seems vague or disorganised, your project might go the same way.

🚩 Poor communication
If it takes days to reply during the hiring process, it’s unlikely to get better once you’re working together.

🚩 No past client feedback
Not always a deal-breaker, but it’s something to consider.

Step 7: Set things up for success

Once you’ve chosen your freelancer, here’s how to hit the ground running:

✅ Share clear goals and priorities – What does “success” look like?

✅ Give them access to what they need – CRM access, documents, stakeholders.

✅ Agree timelines and check-ins – Weekly updates? End-of-project wrap-up?

✅ Be honest about internal blockers – If you’re slow at signing off or getting data together, tell them early on.

✅ Ask questions – Good freelancers want to empower you, not just do it all behind closed doors.