Database
Before answering whether to renew HubSpot, it is worth knowing what is actually in it. Seventy thousand records, fewer than fifty customers, and a decision due before April.
Records in HubSpot
70,412
Across three marketing handovers
Selected to migrate
9,120
13% of the database
Stuck in MQL in progress
7,014
A status with no exit condition, accumulating since 2023
Actual customers
Under 50
Which is the number the tool should be sized for
What to carry across
Toggle a row to include it. The recommendation column is the argument, not the answer.
Full bars are coming with you. Faded bars stay behind as an archive.
| Take | Bucket | Records | Recommendation |
|---|---|---|---|
Working set Fit score at or above 75, with at least one signal in the last 90 days. | 2,1803.1% | Migrate. This is the book the team actually sells to. | |
Structured nurture Good fit, no recent signal. Real future pipeline, wrong to sell to today. | 6,9409.9% | Migrate on a quarterly touch cadence, not a sequence. | |
Dormant No activity of any kind for 12 months or more. | 31,20544.3% | Archive. Keep a searchable record, stop paying to store it as a contact. | |
Never matched the profile Fit score below 40 at every point in their history. | 18,43026.2% | Archive. These were never buyers. | |
Undeliverable Hard bounced, invalid, or role addresses with no named person. | 5,9008.4% | Suppress permanently. This is what is damaging the sending domains. | |
Duplicates Same person recorded two or more times across marketing handovers. | 3,7925.4% | Merge before migration, not after. | |
Unsubscribed Opted out. Retained only to honour the suppression. | 1,9652.8% | Migrate as a suppression list, never as contacts. |
Result: a working book of 9,120 records instead of 70,412. Nothing is deleted, the remainder stays as a searchable archive.
Sending domain health
The domains getting flagged are the ones sending into the buckets nobody wants to keep.
- terrascope.ioHealthy
Primary domain, one to one seller email
Bounce
0.08%
Spam reports
0.01%
Sent this week
412
Weekly cap 800. Low volume, high reply rate. Protect this one at all costs.
- mail.terrascope.ioAt risk
Marketing newsletters and nurture
Bounce
2.4%
Spam reports
0.34%
Sent this week
18,400
Weekly cap 20,000. Bounce rate is 12 times the primary domain. Most of it comes from the undeliverable bucket.
- go.terrascope.ioFlagged
Campaign sends and gated asset follow-up
Bounce
4.1%
Spam reports
0.71%
Sent this week
9,400
Sending paused. Listed on one blocklist after Tuesday's send. Sending paused until delisted.
Run cost, illustrative
Confirmed against real invoices during the audit. Shown to frame the decision, not to make it.
Today
- Marketing Hub ProfessionalPriced on 70,412 marketing contacts$3,200
- Sales Hub Professional5 paid seats$500
- Contract lockRenewal decision due before April 2027—
Monthly$3,700
Purpose built
- Application hostingManaged platform, 5 to 15 users$60
- Database and storageManaged Postgres with backups$45
- Email sendingTransactional and campaign, on the working set$40
- Enrichment and researchMetered per account researched$180
- Language model usageDrafting, research and scoring, metered$220
Monthly$545
The running cost is not the whole picture. A build carries a one-off cost and an owner, and those belong in the same comparison. The figure worth watching is what the licence costs to keep at a scale of fewer than fifty customers.
What has to be solved before anything moves
HubSpot also publishes the website
The CMS is the harder half of a migration. It needs its own decision and probably its own timeline, separate from the CRM.
Deliverability history does not transfer
New sending domains start cold. Warm-up runs for weeks and has to begin before, not after, a cutover.
The contract runs to April
Which is a gift, not a constraint. It is enough runway to build and run both in parallel before committing.
Somebody has to own it
A custom system with no owner becomes the thing it replaced. That role should be named before the first line of code.
The audit answers the question this screen only frames
Every number here is modelled from what was described in discovery. Read access to HubSpot and the website turns the model into a real count, and the real count is what a renewal decision should rest on.