How to use it
Download and open it
The template is a CSV file. Open it in Excel, Google Sheets or Numbers. In Google Sheets, use File, then Import, and upload the file.
Pick an owner for each area
Assign deals to sales operations, workflows and lists to marketing operations, users and permissions to a super admin, and so on. Put the name in the Owner column.
Work through the checks by hand
Each row says what to look for and how to find it in HubSpot. Record what you find in the Notes column and set the Status to Done, Fixing or Not relevant.
Fix the highest-impact rows first
Start with checks your reports and automation depend on: deal close dates and amounts, lifecycle stages, owners, and workflows. Each row links to a full guide with safe fix steps.
Repeat every quarter
Portals drift as people, processes and integrations change. Keep the sheet and run it again before each quarter or before your HubSpot renewal.
What is inside
Columns: area, check, what to look for, how to find it in HubSpot, how to fix it safely, how Ancil rates it, status, owner, due date, notes, and a link to the full guide.
Deals (13)
Pipeline hygiene that decides whether your forecast can be trusted.
- HubSpot deals missing a close date
- Open HubSpot deals past their close date
- HubSpot deals missing a deal amount
- Open HubSpot deals with no owner
- Stale HubSpot deals with no recent updates
- HubSpot deals stuck in one pipeline stage
- HubSpot deals with no contact or company
- HubSpot deals with an amount but no close date
- HubSpot early-stage deals with a close date in the past
- HubSpot pipeline with no closed won deals in 30 days
- HubSpot win rate is low: review lost deals
- HubSpot deal stage probabilities out of order
- HubSpot deal pipeline stages not being used
Workflows (5)
Automation that still fits the business, and automation that quietly does not.
Contacts (10)
Record quality that drives segmentation, routing, and reporting.
- HubSpot contacts missing a lifecycle stage
- How to find duplicate contacts in HubSpot
- HubSpot contacts with invalid email addresses
- HubSpot contacts with no email address
- HubSpot lead status not being used
- HubSpot contacts not associated with a company
- HubSpot dormant contacts untouched for 180+ days
- HubSpot contacts missing first and last name
- HubSpot lifecycle stages stuck at Subscriber or Lead
- HubSpot contact data quality: missing email, name and stage
Properties (3)
The fields behind every form, import, and report, and whether anyone knows what they mean.
Lists (5)
Segments that decide who receives every email and enters every workflow.
Forms (4)
The front door for new contacts: identity, spam, and consent.
Service (8)
Tickets that need an owner and an answer.
- Open HubSpot tickets with no owner
- HubSpot tickets untouched for 7 days
- HubSpot tickets missing a priority
- HubSpot tickets overdue on SLA or first response
- HubSpot tickets not linked to a contact or company
- HubSpot tickets with no help desk or connected channel
- HubSpot customer feedback surveys not set up
- HubSpot knowledge base articles missing metadata
Governance (6)
Users, permissions, and seats: who can change what, and who is paying for access.
Website (6)
HubSpot-hosted pages and redirects that affect visitors and search engines.
Sales (5)
Sales activity, sequences, and forecasts: whether the team is using HubSpot the way the pipeline needs.
Marketing (7)
Marketing emails, subscriptions, and campaigns that decide what reaches inboxes and what gets credit.
- HubSpot marketing emails missing a subject line
- HubSpot emails missing sender name, reply-to or sending domain
- HubSpot email subscription types inactive or undocumented
- HubSpot contacts with no subscription status or legal basis
- HubSpot campaigns missing owner, dates, UTM or assets
- HubSpot campaign shows no sessions or contacts
- HubSpot landing pages missing a page title
Commerce (8)
Products, quotes, invoices, subscriptions, and payments that need to line up with your revenue records.
- HubSpot products missing SKU or price
- HubSpot line items missing price, quantity or a deal
- HubSpot quotes past expiration or not linked to a deal
- HubSpot invoices overdue with a balance due
- HubSpot invoices missing a contact or line items
- HubSpot subscriptions missing billing details or a customer
- HubSpot payments missing data or not linked to an invoice
- HubSpot orders missing currency, store, customer or line items
Data model (4)
Custom objects, associations, and property options that hold the rest of the portal together.
Integrations (4)
Connected apps, API usage, and migration leftovers that affect data reliability.
Frequently asked questions
Is the HubSpot audit template really free?
Yes. There is no form and no sign-up. Download the file and use it however you like, including with your own clients.
How long does a manual HubSpot audit take?
It depends on the size of the portal and how many hubs you use. Plan for several hours for a small portal and a few days for a large one. Ancil runs these checks automatically and read-only. Its free Starter plan includes a weekly diagnosis.