HubSpot Staffing Decision Worksheet

The honest math on one page.

30dps
HubSpot AI Growth Architects

Use this worksheet before you commit to a hire, an agency, or a hybrid approach. Fill in your own numbers, check the boxes that describe your situation, and the worksheet will show you what your math actually looks like. Print it for your next internal discussion.

1. The upstream questions

Before the in-house vs. agency decision, most companies are actually asking one of these. Check the ones that describe where you are:

I have someone in place already. The real question is whether they can absorb this with training.

We're new to HubSpot. I'm trying to figure out if we need implementation help, or if we can figure it out ourselves.

I suspect the job I've written has quietly become three jobs, and I need to right-size the role before I hire or engage anyone.

2. The in-house fully-loaded math

Salary is roughly 70% of what an employee actually costs. Run the honest version:

Base salary you're considering	$
Benefits + payroll taxes + overhead multiplier (typical: 1.3)	×
Tools beyond HubSpot (annual: $200–$500/mo × 12)	$
Ramp cost (3–6 months at reduced output)	$
Replacement cost × retention risk (if applicable)	$
True in-house annual cost	$ 0

3. The agency or partner math

Most retainers for substantive HubSpot work run $3,000–$15,000 per month.

Monthly retainer you're considering	$
× 12 months	× 12
Annual agency cost	$ 0

4. Scope reality check

Check every skill set the role you're writing actually requires:

Content creation (blogs, emails, social, campaign copy)

Marketing automation (workflows, nurture sequences, lead scoring)

AI implementation (Breeze, predictive scoring, personalization)

CRM management (data hygiene, segmentation, reporting accuracy)

Strategic thinking (bigger-picture direction, not just execution)

Reporting infrastructure (dashboards, attribution, revenue tracking)

Custom development (templates, landing pages, Content Hub, integrations)

0 skill sets selected

Check the boxes above to see what your scope implies.

The question to sit with If the person you hire builds exactly what you need today but can't adapt when your business changes in 18 months, how much of your investment becomes worthless? And can you afford to rebuild it?

Take the full assessment Talk it through with Jeff