Collaborate on Hubspot Invoice Generator for Small Businesses with Ease Using airSlate SignNow

Hubspot invoice generator for small businesses

if you've been managing your small business from a spreadsheet and you want something more modern or if you're managing your business out of a whole bunch of disconnected systems and you want something that's more streamlined and all-in-one this video is for you we're going to walk through how to set up HubSpot CRM a lot of people see the value of having a CRM but the hurdle of just getting in there in the first place can be very daunting signing up is totally free and it's pretty easy so follow along but feel free to use the chapters to jump to the ones that are most relevant for you and let's get you set up with hub SP CRM here I am on hubspot.com and we're just going to click this big get started free button now you may be unsurprised to learn I already have a HubSpot account but we're going to create an account with a new user to show you the whole process notice that this is 100% free you're not going to have to give us a credit card and you can sign up with Google or Microsoft or just any other email address it's going to ask for your name it's going to ask what industry you're in it's going to ask what best describes your role it's going to ask for your company name it's going to ask how big your company is it's going to ask ask for a website if you don't have one you can just leave in HubSpot test.com you can choose where your data will be hosted and that's all the steps to getting into your account now that you've created your free HubSpot account let me show you how data is organized inside the CRM so up here at the top we have our navigation bar and if we go to contacts and contacts this is where you store your contacts these are the people your company works with right and we start with a couple of basic sample contacts so you can see what this looks like and if you click on one of them you're going to see this is how CRM records are laid out inside of hot there are a lot of different kinds of CRM records contacts are for the people you're working with we also have companies which are for the companies or organizations those people are associated with for sales we have deals which is how you track your sales that are in progress over in service we have tickets which is how you track your support requests but every single one of those doesn't matter contacts companies deals tickets when you click on one you're going to get this three column layout on the left you get general information about the person or entity so here we have a name we have a title we have an email address then you have these buttons where you can communicate with this person right I'll show you how to connect your email I'll show you how to connect a phone number so you can send emails and make phone calls and have them all logged right here in the CRM you can also create tasks for yourself and notes for yourself those are internal items you can send meeting invites if your calendar is connected that's another thing I'll show you and then there are some other options and you can reorder and customize these buttons If there's a particular thing that's more important to you as you take these actions over here in the middle we have a couple of tabs if we go over to activities you will see your activities the actions you take listed here in the middle so if you have a task or a meeting coming up you can see the information here below these buttons you have what are called properties these are basically little fields that hold a single piece of information if you're coming from a spreadsheet each of these would be a different column in your spreadsheet right you would have a column for name and a column for email and phone number the person in charge of working with this contact last contacted all the information you might have and actually hubot has a whole lot of properties that are in here by default if I click this view all properties button you can see the long long list of information here and you can create custom properties to hold whatever is most important to you the idea here is that once you have that information stored in a property you can start to find the records that are most relevant to you so if we go back to just the main contacts page here we call this an index page it's where we list out all your records once you have more contacts in here you might have trouble finding the one you're looking for but in HubSpot you can filter and sort in real time so across the top we have some quick filters if you want to see just the contacts who were assigned to you you can do that if you want to see the ones that were created on a particular date you can do that if you want to see the ones that had a last activity date so last time we made a phone call or sent an email you can see that lead status is a property you can use to keep track of your relationship with this person are they new are they in progress are they unqualified you're not going to work them anymore and you're keeping them just for historical purposes and then remember all that long list of properties I showed you all of those are available in the advanced filters and if you create any custom properties if you have something you want to track like people's favorite flavor of cake if you're a bakery or their favorite color if you sell paint you can add that and then you can filter your contact list by any one of your properties and so if we choose one of these properties let's just say we want to filter by last engagement date we can say is today yesterday tomorrow or next week we can say it is before or after between certain dates we can get really granular to see the contacts that match or in this case to see that there are no contacts that match right nobody has engaged with us today so that is how data is organized inside of HubSpot with that as a reference point let's head over to our settings page so if we click this settings gear it's going to take us to our settings pages and on the left you will see a list of all the setting categories available inside of hubot if you get lost there's a search bar so you can find the one specifically for you one thing note is that this little settings gear it's visible on every page inside of house loock but it's Dynamic we were on the contact page so now we're looking at our contact settings and if we want to customize the form that is used to create contacts on that page there's a little create contact button when you click it a form pops up you can control what information what properties need to be filled in in order for a contact to be created you can also edit associations so we've talked about there are contacts for people and companies for organizations if you want to connect a company to a contact to say this contact works at this company you can do that in paid versions of HubSpot you can start to have ass ation labels so if you want to say this person is employed by this company but this person is on the board of that company you can start to make those distinctions we also have life cycle stages so as a person progresses with your business they're going to go through different stages and the default stages are they start as a subscriber meaning they're just reading your blog or your content they become a lead when you think you have some reason to do business with them marketing can qualify them sales can qualify them eventually they become an opportunity now you're going to use one of those deals I mentioned to track that sale and progress I'll show you that in a minute and then hopefully they become a customer right and then hopefully they start evangelizing these are just our default stages you can customize them if you need to but this is how contacts are organized and conceptualized inside of HubSpot and then the final tab here is record customization so we saw there are those three different columns if you would like to change the properties in that left sidebar you can do that if you want to customize what's displayed in that middle column you can do that on the right hand side bar that's where you see Associated records and things related to Integrations you can control what categories are displayed there also and you have these options if you notice will expand this object section you have these exact same setting options for all of your object types inside of Hub SWAT so that's a little bit about how data is organized inside of Hub SWOT and you can see you can just put your data in here and use it but you can customize it to your heart's content if you want to do that you come to this property section you can choose is this a contact property is this a company property if you want to see what properties current exist you can look through them here you can search them but then when it comes time to create a custom property you click this create property button and you go through this process so we're creating a property for a contact we can organize these into groups there are default groups but you can create custom groups if you want we'll just put this in contact information and let's say you really are interested in favorite flavor of cake I mentioned that sort of as a joke but let's run with it we can add a description here right sometimes for your properties they're pretty self-explanatory like this one sometimes you'll want to add a description so any teammates you have will understand what they mean now field type is probably the most important decision you will make when you are creating your property if you choose single line text or multi-line text anyone can put any value inside this property right they can use alphabet letters they can use numbers and symbols that is very easy to fill in but then it makes it very hard to do that filtering filtering is generally looking for an exact match and if people are spelling things in different ways or if they're putting typos in here that can get pretty hard to organize for something like favorite flavor of cake I think you're probably going to want to use a drop- down select so so we're going to give a predefined list of options here and you're going to select the one that is most relevant if you want to allow someone to select multiples you can do this multiple checkboxes thing but for favorite flavor of cake we want to know your number one choice if you can only have one kind of cake what's it going to be and we're going to add some options here right and then maybe you want to include an other option in case someone likes something you don't have and you want to have that for future reference so you define these options and now when this is created anyone who wants to fill in that property is going to have to select one of those OP options and then you're filtering and sorting on that index page you can search for just the ones you're interested in show me everyone who wants a white cake and now you can work with those customers and talk to them so that's a little bit about the structure of the data inside of HubSpot now let's talk a little bit about how to connect HubSpot to some of your other tools so if we come up to this General preferences section of the settings page here is my profile I can add a profile picture if I want I can change my name I can select my language and the way the dates and times are going to be displayed inside the CRM I can add my phone number here I can pick my default homepage this is the page inside of house slot I'll land on when I log in also there's this little sprocket button in the top nav here anytime you click that you're going to be taken to your homepage if there's a particular app or tool inside of Hub SWOT that you are just really interested in you can set that I generally recommend dashboards as a good homepage because that's where you're going to see your reports of how everything is performing inside of HubSpot but the thing I really want to show you here on your general references page is how to connect other tools so let's talk about email I showed you on the contact record there's a button that enables you to email the person the contact you're working with you can only do that if you have an email address connected to HubSpot so if we want to connect a personal email we click this button here turning on inbox automation allows hubot to do a little more analysis of the emails to get them in the right spot you can learn more about what's entailed there generally I recommend turning that on and then if we go ahead and connect our inbox we're going to put an email address here and if I hit next it's going to detect that this is a Google Gmail address and we can connect to Gmail if it was an Outlook 365 address it would have detected that it's going to do its best to connect you to the right place but if you want to choose your email provider yourself here are our main options we have a flow for Google and Gmail we have flows for Microsoft Outlook and Microsoft Exchange and then if you have another email provider you're going to have to go through a little manual process since I'm in Google I'll select that and once that's done it's going to ask me if I want to download the extension I already have this installed so I won't but I highly recommend it if you're using a Google based email and you have a Gmail inbox or you're using an Outlook based email and Office 365 there is a HubSpot extension you can that will give you HubSpot tools right inside your inbox if you have email templates you want to use if you have other tools you want to use or if you want those emails you're sending from your inbox to be automatically logged to the appropriate contact record inside of HubSpot you can use this extension it'll connect the two so you can work in your inbox like usual but have your CRM loged and tracking everything so you don't have to do that manually I'm going to skip that step for now for now let's just stay inside of HubSpot we won't cover this in this video but you can connect your phone to HubSpot and receive calls right inside of HubSpot have those recorded and saved on different contact records and we have a lot of great tools there but just moving on to the calendar if you want to send invites to people if you want to be able to use our scheduling tool so people can book time directly on your calendar you're going to need to connect your calendar you can do this by clicking the connect your calendar button again you're going to choose your provider and now both my calendar and my email are connected so let's go back to the contact record and see what options are available to me now we come to these buttons I can click the email button and I get a composer right here inside of the CRM record and put in my subject line and I can write a message if you don't want to write the same message over and over you can create a template let me show you what that looks like if we come up here to conversations and go to templates we have a couple of sample templates here already so what an email template it is is it's the rough structure kind of the bones of the email you want to send and because this is connected to your CRM you can pull in personalization s you can see this is automatically pulling in the person's first name right from their contact record and then we have a couple of spaces that we need to fill in and so what will happen if I use this template is that it will populate the text you see here it will fill in any personalization s based on CRM data and then I can just do a quick touchup and hit send it saves me a lot of time it helps standardize my Outreach and it's just great for efficiency in a lot of ways so that is email templates going back to the contact record because we connected our calendar we can also send meeting invites so if I click this schedule a meeting button I get this little view here where I can see my calendar I can see what's coming up and if I want to meet with this person right here that's the time we're going to do it we can give it a title we can add a location we can schedule reminder emails we can add aen IES all the things you would expect to be able to do when you're scheduling a meeting you can do from here add a description tell them what you're going to talk about and then it'll be sent just as though it was booked in your normal calendaring software but it will also be recorded on the CRM timeline the other thing you can do with your connected calendar is set up a meeting scheduling page so if we come to the meetings page here I have this default page already created for me and so if we just edit this and see what it looks like I can give it a name this is the internal name but by default the title of the event created when someone books time with me will be this because this is connected to my CRM that data can flow through you can add a location if you're using a video conferencing tool such as Zoom you can connect that with an integration so that the URL is automatically added here you can add a description that will be the default description for all of the meetings booked through this page and then there are a lot of other options you can control how much time someone can book with you you can control how far in advance they can book time with you you can get really granular if you want but in the end you're going to get a page that looks like this you can add a picture to it people will be able to select a date select a time and then put in their email address and any other information you want to connect you can add different fields here and then that will be recorded in the CRM it will be put on your calendar it will be put on their calendar and it really speeds up the process of being able to book time with you if you're enjoying this video don't forget to subscribe so you can see more videos just like it while we're talking about email you can also set up your email signature in HubSpot so it will be included in all the emails you from the CRM if you need help designing your email signature we have a free tool for that go to hubspot.com slail Signature generator and we'll help you get a great signature created as you can see there are a lot of different tools inside of Hub SWAT and they're all connected with each other spend some time exploring and pick the ones that are going to help you the most for now let's go back to the settings page and talk a little bit more about some of your preferences over here in the your preferences section of the settings sidebar there's notifications Hub SWAT has a lot of things it might notify about and for different channels you can decide if they're going to be turned on or off and for individual different apps you can choose which notifications to receive we also offer desktop notifications that you have options for and under other apps if you want to be notified through Microsoft teams or slack or workplace by Facebook you can click these buttons and follow the steps to get those things integrated finally hubs slot has a mobile app you should definitely check out it can not only offer you notifications but also gives you access to a lot of hubs swots tools right on your phone as you can see there are a lot of different things you can do inside of HubSpot if you're wondering how to prioritize them and which one to do first and how to make sure nothing falls through the cracks tasks is a tool you'll want to spend some time understanding let's take a look on the contact record we saw that there was a create task button if you need to remind yourself to take an action with a particular contact you can do that and that's available on all CRM records but this is the general task page inside of HubSpot all of those tasks you create would be listed here and you can organize them and sort them by due date and work through them you can also create tasks from here if you just need to remind yourself to take some action you can set that up here and it will remind you when the day comes now you may notice as I create this task there are some default values in here I'm going to be reminded in three business days at 8: a.m. there's some other things in here this is also customizable so if we go back to our settings page and we come to the tasks tab we will see that we can set some defaults in task creation one is the due date it defaults to three business days but if you want it due today or in 6 months you can set that default and then for each task it's adjustable but this will be the starting point similarly do you like the due date first thing in the morning do you want it even earlier do you want it later there are 15minute increments here for the full 24-hour day whenever you want your task falling due by default you can set that here and then for each individual task if there's a specific time you want to set it to you can do that finally the default is for you not to be reminded but if you want a reminder by default for each of your tasks you can set that here and choose how much Advanced time you want finally when you Market task complete you'll get prompted to create a follow-up task every time if you like that keep this box checked if you don't you can uncheck it and that prompt will be removed one thing you'll definitely want to take into consideration as you're setting up a tool like HubSpot is your security practices let's take a look at some of the security and account defaults you can set up so here on my personal preferences I have a security Tab and I can choose what email address is associated with my account I can reset my password if I need to I can add a trusted phone number so I can verify my identity and receive security related alert if you want two Factor authentication you can set that up here and if you might be logged in on other computers you can log out of all sessions right here you can also remove yourself from this account or if you're done with HubSpot and you don't want it anymore you can completely delete your user account right here these are again the security preferences for you as an individual there's also under the account setup heading here a security tab for your account as a whole and there are a few things here you should be aware of first is a security health checkup this is going to give you just an overall sense of how you're doing right now I only have one super admin it's good to keep that restricted we'll talk about that in user management next I don't have any users currently enrolled in two Factor authentication we saw I didn't have it set up for myself there are currently no other users in this account that is a thing that we should maybe put in place to make sure our account is secure I don't currently have any inactive users that's great I'm the only user so that's not surprising but this is a good thing to keep an eye on if you're adding and removing users a lot making sure that the only users in your portal are the ones who are actually using HubSpot is a very good security best practice all of these recommendations are organized into high medium and low risk there are more actions down here if you're really interested in getting your security buttoned up spend some time checking this every now and then just to make sure your account is secure the other tab here is called settings and activity here you are going to set account level security defaults if you want to require to factor authentication for all of your users you can check this box if you want to set up up a single sign on you can do that here there are some logs you can view to see what activities have been happening inside your account you can keep track of who is touching what and you can decide whether or not HubSpot employees have access to your account for support and assistance this is limited just to people in our customer service department I for example would not be able to access your portal under any circumstances but if you are not comfortable with this you can uncheck this box and no one from HubSpot will be able to access your account in addition to security settings you may be very interested to set up privacy and consent settings let's take a look at those so here I am again under account setup this time with privacy and consent and here are all our different options for controlling and protecting the privacy of your contacts if you need to be gdpr compliant or if you choose to be you can toggle on the data privacy settings and then everything will be put into compliance with gdpr if you need to learn more about gdpr before you make a decision as to whether you want to be compliant or not we have some helpful resources here up here under consent options you can see some of the legal language we use in some of these settings and you can edit this content to match the actual practices of your business if you need to we also have settings controlling cookie consent you need to have a domain connected and your website managed through Hub SWAT in order to do this but if you're going to use hubs SWAT to manage your website keeping an eye out for how cookies are tracked is a good thing to do you need to have an external domain connected in order to use these settings but if you're going to be managing your website through hubs SWOT you should definitely keep in mind that cookie management is a thing you will need to make some decisions around and finally there's this data privacy dashboard under this analyze tab there's not a lot of data in here right now because I don't have a lot of data in my account but if you want to keep an eye on the things that are going on with data privacy and your contacts this is the best place to get a high Lev overview with that let's talk about how to add other users into your HubSpot account once you have your account set up the way you want you're ready to put your team in here you need to give them access to do that you're going to come to the users and teams Tab and here here you're going to be able to see an overview of all the users in your account right now it's just me in here but if there were more users you would see them listed out with information about how they're organized and what is turned on and enabled for them you can see I've I've connected my calendar you can see my my email status is enabled up here at the top you get highle metrics some of the same things we saw in the security page are listed here so you as the admin can keep track of how your users are doing and when you want to add a user you click this create user button now depending on how Grand man you want to get with the permissions and access you give your users you have a couple of different options here quick invite is just a way to send a quick link or email with preset permissions if you want to be more Hands-On than that and customize exactly what people are getting you can spend a little bit more time and do that let me show you the quick version here we can put in a person's email address and decide whether or not they're going to be super admin you don't want too many super admins but if someone needs access to everything and each other's data you're going to want to check that box if you want to make it even easier you can create a link that you can share with people and they can then access hubs SWAT and create their accounts that's going to give everyone a sort of a default permission set if you want to see the more granular process let's look at that really quickly we can add one or more email addresses here and then permissioning we can choose a few different ways to control what access people have if you want to make them a super admin they're going to have access to everything inside of Hub SWAT every setting every record everybody's data if you want to start with a template we have a this is a good choice for a lot of teams you can choose a template based on someone's role if they are a standard user that's what the quick process gives them or if you have a user already set up whose permissions you want to replicate you can just select that user and then the users you're adding now will get all the same permissions let's look at starting from scratch so you can get a sense of all the permissions that are available inside of HubSpot what you're seeing here are different categories based on the different product groupings inside of HubSpot so for CRM objects you can choose does a person have access to this object or not for CRM tools we can choose are they able to do things like bulk delete or import contacts on the marketing side you can choose if they have access to lists or forms or files and if you turn on marketing access you can choose whether they have access to things like ads marketing email social tools over in sales you can control some of these payment related things and line items and under sales access we have templates and meeting scheduling Pages which we've already looked at service tools include access to things like temp templates similar to sales and meeting scheduling pages and there are other options for other HubSpot tools all the way down as you get more familiar with HubSpot and as you bring your team in you'll get a good sense of who needs access to what and you can control that all here if you ever need to change any of things you can do that after the users are added once you've got this set up the way you like you go to the invite page and you can review the the permissions you've set up and then go ahead and send the invite I'm not going to do that now but it really is just one more click to get there one last thing to know about users is this team tab now this is not available for free accounts but if you had an upgraded account a professional or an Enterprise one you would be able to organize your users into groupings and use that for permissioning and access this is great for larger teams if you are a small business with a few people chances are you won't need that level of organization here it just be additional clutter just adding users and controlling their permissions on an individual basis is going to be the best fit for you if you're going to be using HubSpot to create some content you may be interested Ed in managing your brand look and feel so here in the account defaults tab I can set things up like my fiscal year and my time zone my company name this information will appear in email Footers and other places definitely make sure you fill it in but what I want to draw your attention to is this branding page where you can create a brand kit I have this default brand kit right here where you can add logos you can choose your company colors you can choose a theme for your website if you'll be building your website through HubSpot now if you're not a branding person if you haven't thought about logos or favicons which are the little logos that go inside the browser Tab and if you don't have brand colors set then don't worry we have a brand kit generator that can help you create all this stuff in six easy steps so go ahead and use that and then put it all into hubot and you'll be ready to go I hope that gives you a good starting point for setting up hubot CRM there are a lot more things we could talk about we have videos for all of them if you want to know how to create a website if you want to know how to put forms on that website you can watch some of these videos and we help you get there now if you're wondering if Hub SWOT can scale with you long term if you're a small business with growth Ambitions don't worry about that either we have won awards for small business midmarket and Enterprise business we're a leader in G2 in all these categories so regardless of what your growth Ambitions are Hub SWAT is there to grow with you hope this was helpful let us know what you think in the comments and good luck setting up your CRM