Streamlined HubSpot setup, cleaned data, and improved reporting with an audit

Precision and scalability are everything in the quickly growing world of artificial intelligence and vector databases. Growth wasn't the challenge for Weaviate, a cloud-native, real-time vector database platform powering semantic search and large-scale AI use cases. Instead, it was operational clarity across their sales and marketing systems.

As the business scaled, so did the complexity of their HubSpot instance. Automation workflows, integrations, contacts, assets, and reporting mechanisms had grown organically, but not always strategically. Like many high-growth tech companies, Weaviate needed a fresh set of eyes to evaluate how their systems were really working and what could be optimized for efficiency, scalability, and smarter reporting - they needed a comprehensive HubSpot audit. 

That’s where RevX stepped in as a HubSpot Partner Agency.

Weaviate approached RevX with a clear goal: assess and improve the health of their HubSpot CRM setup. Over time, several pain points had begun to surface:

• Overwhelming Workflow Complexity: Over 40 workflows in the portal were inactive or outdated, increasing the risk of errors and inefficiencies.
  
  
• Data Management Issues: A constant influx of contact data from multiple integrations created challenges in segmentation, deduplication, and contact management.
  
  
• Pipeline & Deal Structure Confusion: Inconsistent deal stages and a lack of visibility into sales motion made forecasting and reporting difficult.
  
  
• Asset Overload: A massive internal asset repository was slowing the team down, with outdated or unused assets creating noise.
  
  
• Marketing Contact Limitations: The HubSpot instance was nearing its Marketing Contacts threshold, posing a potential billing risk if not addressed proactively.
  
  
• Lack of A/B Testing: Campaign experimentation was limited, with no existing A/B testing in place to optimize performance.

RevX began the engagement with a three-week in-depth HubSpot audit of Weaviate’s instance, covering 14 distinct operational categories. The goal was to map out what was working, what was broken, and what could be streamlined for better performance.

The audit included a full review of:

• Contacts & Companies: Tracked data sources and flagged data hygiene concerns
  
  
• Deals & Pipelines: Identified inconsistencies and bottlenecks
  
  
• User & Team Management: Ensured proper access control and ownership alignment
  
  
• Forms & CTAs: Reviewed setup and conversion logic
  
  
• Emails: Checked for deliverability, engagement, and optimization opportunities
  
  
• Workflows: Audited for errors, redundancy, and inactive automations
  
  
• Reports & Dashboards: Evaluated visibility into critical metrics
  
  
• Integrations: Assessed external tools syncing with HubSpot
  
  

Each audit item came with tactical recommendations, ranging from workflow consolidation and naming conventions to new reporting dashboards and lifecycle stage alignment.

The HubSpot audit conducted by RevX gave Weaviate more than just a list of fixes—it delivered clarity, confidence, and a structured roadmap for CRM optimization:

• 14 core areas audited, covering every major HubSpot component
  
  
• 49 workflows at risk identified and categorized for action
  
  
• 5+ critical issues flagged across data, automation, and reporting
  
  
• Streamlined contact management to prepare for scale without increasing costs
  
  
• Improved visibility into sales and marketing performance with smarter dashboards
  
  
• Prepared ground for future A/B testing and automation experiments

As Weaviate continues to innovate in the AI infrastructure space, having a clean, reliable, and optimized HubSpot environment has become a competitive advantage. With RevX’s strategic audit and tactical insights, the company transformed a sprawling CRM setup into a scalable revenue engine.

For fast-growing tech companies like Weaviate, HubSpot isn’t just a marketing tool—it’s a strategic system that fuels growth. And with the right RevOps partner, it can work smarter than ever.

Identify your biggest revenue gaps. Get your HubSpot audited today.