ParagonCare
HubSpot Implementation Proposal

A Strategic Partnership for Enhanced Customer Engagement

May 2026
ParagonCare HubSpot Implementation Proposal

Prepared by Search & Be Found — A specialist HubSpot implementation agency. This proposal outlines our recommended approach to consolidating ParagonCare Dental's two HubSpot portals, rolling out Sales Hub to a 10-person team, and embedding HubSpot as the primary sales and marketing platform across both business units.

Start date: 21 July 2026 · Estimated investment: $38,000 ex. GST · Engagement lead: Ian Jacob

About Search & Be Found
The Team Behind This Proposal

Search & Be Found is a specialist HubSpot implementation agency based in Sydney, Australia. Founded in 2009, we have been working with HubSpot for over 12 years and hold HubSpot Platinum Partner status.

We focus exclusively on B2B mid-market companies. Our work is hands-on implementation where we build, configure, and embed HubSpot into how your team actually works, then stay through adoption to make sure it sticks.

We are the team HubSpot recommends when customers need execution support beyond standard onboarding. HubSpot's onboarding is guidance-based. We do the work.

See Ian's experience.

12+ Years

Implementing HubSpot since 2009 as Platinum partner

9+ Years

Asia Pacific's #1 HubSpot Focused Podcast

B2B Mid-Market

Exclusive focus on complex environments

Senior-Led

Ian leads from strategy through to adoption

Over 12 years we have delivered portal consolidations, CRM migrations, ERP integrations, multi-brand Enterprise setups, and large sales team rollouts across complex multi-stakeholder environments.

The Challenge
What ParagonCare Is Navigating

This is not a standard HubSpot onboarding. ParagonCare is consolidating two active portals, upgrading to Enterprise, and rolling out to part of the sales team that has never used HubSpot - across multiple stakeholders across two acquired dental businesses.

Two Active Portals to Consolidate

Dental Company One and Presidential portals must be merged into one - with contact overlap, data quality, and brand identification to be resolved before go-live.

Marketing Hub Enterprise Upgrade

Moving to Enterprise is not just a licence upgrade. Teams, brands, and permissioning architecture must be designed and documented before implementation.

10 Person Sales Team Not Yet on HubSpot

The rollout needs to stick, not just go live. Getting salespeople to change how they work requires structured change management - not just a training session.

Multi-Stakeholder Complexity

Arjun and Rachel as the head leads across the two business units. Decisions, especially on Presidential scope will directly affect the project timeline and design.

Scope of Work
Project Phases at a Glance

The project is structured in five phases, each building on the last. No phase begins until the previous one is confirmed clean.

01
Phase 1a · Pre-Migration Discovery

Audit both portals. Understand what we are working with before touching anything.

02
Phase 1b · Data Migration

Clean, migrate, and QA 15,000 contacts using certified tooling.

03
Phase 1c · Enterprise Setup

Design and configure teams, permissions, and brand identities.

04
Phase 2 · Sales Hub Rollout

Pipeline, CRM, and structured onboarding for 10 salespeople.

05
Phase 3 · Service Hub Lite

NPS and post-inquiry surveys configured and automated.

Phase 1
Discovery, Migration & Enterprise Setup
Phase 1a · Pre-Migration Discovery
  • Export contact lists from both portals and run overlap analysis
  • Run HubSpot native deduplication within each portal
  • Document overlap findings, data quality issues, and agreed migration strategy

Output: A clear picture of contact overlap before any tooling is run

Phase 1b · Data Migration
  • Pre-migration data cleaning - bounces, unsubscribes, bad data
  • Configure and run the Datawarehouse.io migration tool (certified HubSpot Marketplace app)
  • Post-migration QA - contact counts, segment (list) integrity, associations
  • Fix email footer and unsubscribe compliance issues
  • Decommission old portal once confirmed clean
Phase 1c · Enterprise Setup & Permissioning
  • Teams and permissions workshop with Arjun and Rachel
  • Design and document permission architecture before configuration begins
  • Configure teams, roles, and user permissions in portal
  • Set up brand identity
  • Partition assets and segments (if required) by team so each team sees only what is relevant
  • Admin and marketing user onboarding session
Phases 2 & 3
Sales Hub Rollout & Service Hub Lite
Phase 2 — Sales Hub Rollout

Pipeline and process configuration is complete before users are onboarded. The team lands in a portal ready to use from day one.

  • Build pipeline stages, deal properties, and automation
  • CRM contacts and company records ready for the sales team
  • Structured onboarding session for 10 salespeople
  • Sales Hub seat configuration and user permissions
Phase 3 — Service Hub Lite

Targeted setup focused on ParagonCare's immediate needs. One seat, configured correctly from the start.

  • 6-monthly NPS survey configured and automated
  • 5-day post-inquiry experience survey built and triggered
  • AI pre-qualification scoping for a future phase
  • Single Service Hub seat configuration
Change Management
The 90-Day Adoption Program

Configuration is straightforward. Getting 10 salespeople to change how they work is not. Our 90-day program is structured to make the change stick - not just go live.

1
Go-Live

Hands-on training sessions - actual work in the portal, not slides. Stakeholder mapping and internal comms plan in place.

2
30-Day Review

First adoption review. Identify who is not using the platform and intervene early. First fortnightly check-in sessions underway.

3
60-Day Review

Usage review, common issues addressed, skills reinforcement. Direct Q&A with the sales team. Course-correct where needed.

4
90-Day Review

Final adoption review and handover. HubSpot is the primary sales tool — or we have identified and resolved the blockers.

Our commitment: by the end of 90 days, the ParagonCare Dental sales team will be using HubSpot as their primary sales tool or we will have identified and resolved the blockers.

The program includes 6 fortnightly check-in and training sessions over 90 days. We will do a usage review, common issues, skills reinforcement, and direct Q&A. Most implementations fail not in configuration, but in adoption. Our 90-day program exists because we have seen this happen and built a structured response.

Investment
Estimated Project Investment Summary
$38K
Total Investment

All implementation phases included

$8.1K
Adoption Program

The largest single line item - because adoption is where implementations succeed or fail

15K
Contacts Migrated

Across both portals using certified tooling

Project Timeline
Best Case vs. Worst Case Timeline

Start date: 21 July 2026. The single biggest factor in hitting the best case is the Presidential decision. If confirmed by end of May, Phase 1c is designed once. If it comes in later, rework is likely.

Best Case — Go-Live Late September 2026

Assumes clean data, Presidential confirmed by end of May, permissions signed off in week 1.

Worst Case — Go-Live Mid October 2026

Assumes data quality issues, delayed Presidential approval, or permissions requiring multiple rounds.

Next Steps
Why Search & Be Found - and What Happens Next
We Execute. HubSpot Advises.

HubSpot's own Enterprise onboarding covers this same scope, but as guidance. They advise on what to do. We do it. For a consolidation of this complexity with a July start, execution support is necessary.

12+ Years of Implementations

Portal consolidations, migrations, integrations, multi-brand Enterprise setups, large sales team rollouts - these are not new for us.

Change Management Is Part of the Work

Most implementations fail not in configuration, but in adoption. Our 90-day program is a structured response built from experience, not an add-on.

Senior Team Throughout

Ian leads the engagement from strategy through to adoption. You will not be handed to a junior consultant after the kick-off call.

Four Actions to Get Started
1
Confirm Presidential Scope with Rachel

This is the gating decision for Phase 1c and the best case timeline. Everything else can move in parallel.

2
Confirm HubSpot Product Licence with Victoria at HubSpot

The licence should be in place before Phase 1c begins. This runs in parallel with Phase 1a and 1b.

3
Approve This Proposal and Confirm 21 July Start Date

We need to resource accordingly. Early confirmation protects the best case timeline.

4
Kick-Off Session in the Week of 21 July

Arjun, Rachel, and team to be identified are key stakeholders. We hit the ground running from day one.

Search & Be Found · ian.jacob@searchandbefound.com.au · searchandbefound.com.a