Integration Specialist for Self Storage SaaS with HubSpot

Summary
We are seeking an experienced integration specialist to connect our self storage specific SaaS system with HubSpot. The ideal candidate will have a strong background in API integrations and a deep understanding of CRM systems. We will handle the data imports from head office. We require the most support with connecting the 2 systems in order to achieve contact synchronization, unit availability synchronization, order creation in the SaaS from HubSpot deals . If you have a proven track record in SaaS integrations and are familiar with self storage or CRM systems, we want to hear from you!

Objective

Integrate HubSpot with the operational storage management platform to support sales and storage operations.

We are adopting a dedicated operational platform for managing storage units and tenancies across its sites. The business already uses HubSpot for sales, marketing and customer relationship management.

An integration is required so that:

Sales enquiries, quoting and deal management remain in HubSpot

Unit management and tenancy operations are handled in the operational platform

Both systems maintain consistent visibility of customers and unit status

Brief
1. Objectives

a. Maintain HubSpot as the sales platform
Sales teams continue to manage enquiries, quotes, deals and the pipeline within HubSpot.

b. Use the operational platform for storage management
The operational platform will handle unit inventory, allocation of units, tenancy lifecycle and occupancy status.

c. Synchronise core data between systems
Both platforms should stay aligned on customer records, unit inventory, unit availability and occupancy status.

d. Automate order creation
When a deal reaches a defined stage in HubSpot:
i. a customer record should exist in the operational platform
ii. an order should be created in the operational platform
iii. the order ID should be stored in HubSpot

e. Provide operational visibility in HubSpot
Sales and customer service staff should be able to see which units a customer occupies, unit availability and operational status directly within HubSpot.

2. Functional Requirements

a. Contact Synchronization
i. Create customers in the operational platform from HubSpot contacts
ii. Update customer information
iii. Store the customer ID in HubSpot
Email will likely act as the primary matching key.

b. Unit Types
HubSpot should contain a representation of unit types including size, location, pricing and metadata to support quoting and deal creation.

c. Storage Unit Visibility
HubSpot should display unit identifiers, availability, occupancy status and associated unit type. Units remain controlled in the operational platform and read-only in HubSpot.

d. Deal to Order Process
When a deal reaches a defined pipeline stage in HubSpot:
i. Confirm or create the customer in the operational platform
ii. Create an order in the operational platform using the selected unit type
iii. Store the order ID on the HubSpot deal

e. Operational Updates
Changes in the operational platform should update HubSpot including order creation, tenancy creation, move-in confirmation and occupancy changes.

3. Technical Context

The initial concept uses HubSpot workflows, webhooks and API connections between HubSpot and the operational platform. However, we are open to recommendations on the most appropriate integration architecture.

4. Project Timeline

Expected delivery timeframe: approximately 2–3 months including testing and validation.

5. What We Are Requesting

We are seeking proposals covering:

Recommended integration approach

Estimated implementation timeline

Project cost estimate

Ongoing maintenance requirements (if any)