HubSpot and Jobber quote pipeline for a landscaping and hardscaping business

01The problem

02The outcome

This is what the setup does and delivers:

1. A single stage map that says what each HubSpot stage means in Jobber, agreed with the owner and the estimators
2. Zapier flows that create the Jobber client and request when a site visit is booked, then write the quote number, amount, status and job number back to the HubSpot deal as the quote moves through Jobber
3. Contact matching rules that look for an existing contact by email, then by phone, before anything is created
4. Every deal has an owner, assigned by rule
5. A weekly list of deals at the quote stage with no quote, and of quotes waiting too long for a reply
6. A win-rate view by lead source, by job type and by month
7. A one-page routine for the estimators and one for the office

03Scope

Not included: payroll, STP or BAS lodgement.

04Walkthrough

4.1 The stage map

Each HubSpot deal stage means something specific in Jobber, and the rules are written on one page so the office and the estimators work to the same picture.

Lost deals are handled by people, not by a trigger. The Jobber link has no trigger for a declined quote or a quote sent back for changes, so a lost reason is required in HubSpot, and a weekly list shows any quote that has been waiting for a reply for more than 45 days so it can be closed in both systems.

4.2 Zapier flows

How a quote finds its deal: the quote title in Jobber begins with the HubSpot deal ID, for example "[HS 412320461] Retaining wall, Essendon". The deal ID is also written as a note on the Jobber request, so a person can find it. The Zap reads the ID from the title. I do not rely on a feature that carries the deal ID from the request into the quote on its own, so the first month is checked closely.

4.3 Contact and duplicate rules

Existing duplicates are cleaned up in M2. In the sample, 63 pairs were found:

4.4 Field mapping

4.5 One deal from enquiry to job

Take Retaining wall, Essendon, a referral lead for $14,600.00 ex GST ($1,460.00 GST, $16,060.00 inc GST).

4.6 The funnel and the sources

Of the 280 deals closed before a quote, 82 were out of the service area, 74 did not respond, 66 had a budget that was too low and 58 were DIY or not proceeding. Of the 592 quotes that were lost, 134 chose another quote on price, 141 postponed, 166 did not respond to follow-up and 151 changed scope.

Win rate is the quotes won divided by quotes won or lost, so open quotes do not distort it.

By month:

The 387 won deals total $7,011,600.00 ex GST, $701,160.00 GST and $7,712,760.00 inc GST.

4.7 Test month (September 2026)

One month runs through the new flows before handover. For each quote event in Jobber (quote sent, approved, job created), the time in Jobber is compared with the time the HubSpot deal was updated:

The longest delay was 13 minutes and the average was 7.0 minutes. The target is 15 minutes or less, which depends on the Zapier plan's polling interval, so I confirm it in M1. The full log is in sync_log_sep_2026.csv.

05Checks

The 41 deals with no owner before the fix are the ones marked "no owner" in the old_process_issue column; the deal_owner column shows the owner assigned after the clean-up.

06Milestones

The fixed quote follows the US$300 health check, so the price is based on what is actually in your files. If the health check changes the plan, I re-quote before M2.

07Handover

1. A one-page stage map
2. The six Zapier flows, documented, with the matching rules
3. HubSpot workflows for owner, no-quote and follow-up tasks
4. A weekly list of quotes to close out in both systems
5. A lead source report
6. One-page routines for estimators and the office
7. A recorded walkthrough
8. Prepared by Manaz Afzal

08Files

A screen from the sample workbook, then every file in the work sample. Select the image to open it full size.

hubspot-jobber-quote-pipeline.xlsx › Summary