
Blog Details
HubSpot Audit Checklist 2025: What You Should Review Every Quarter
- April 14 2025
- Nikias Kray

HubSpot is a powerful tool — when it’s set up and maintained correctly. But without regular checkups, your CRM can turn into a data swamp, your workflows may break, and your emails might land straight in the spam folder.
That’s why auditing your HubSpot setup every quarter is a must. In this guide, we’ll walk you through a practical, easy-to-follow HubSpot audit checklist for 2025 to help you find issues before they cost you leads, money, or reputation.
Let’s dive in. 💡
✅ Quarterly HubSpot Audit Checklist for 2025
CRM & Contact Management Review
Your CRM is only as good as the data in it. A cluttered, outdated, or duplicate-filled database will slow you down and confuse your team.
What to Review:
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Contact properties: Are key fields (e.g., Lifecycle Stage, Lead Source) being used consistently?
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Duplicate contacts & companies (Use HubSpot’s deduplication tool)
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Contact segmentation: Are your lists working as intended?
✅ Pro tip: Use filters and smart lists to identify inactive or bounced contacts and clean them regularly.
2. Marketing Emails & Workflows
Even one broken automation can cause major damage — from wrong emails going out to leads falling through the cracks.
What to Review:
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Email open/click rates (adjust subject lines, CTAs, and design accordingly)
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Workflow goals: Are they still aligned with your current funnel?
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Broken or paused automations
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Email suppression lists (are important leads being excluded?)
👉 Also, check your email health status via Postmark’s email deliverability guide.
3. Sales Pipeline & Deals
An optimized pipeline helps your sales team focus on real opportunities instead of chasing dead leads.
What to Review:
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Deal stages: Are they clear, updated, and aligned with your process?
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Abandoned or stuck deals: Follow-up or remove
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Task automation: Are reps getting timely reminders?
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Integration with calendar and inbox: Is it all synced?
⏳ Reminder: If deals stay in one stage too long — it’s time to improve your follow-up system or rework stage definitions.
4. Reporting & Dashboards
You can’t improve what you don’t measure. Are your dashboards showing meaningful insights?
What to Review:
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Outdated or unused reports
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Alignment with KPIs
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Funnel drop-off rates
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Conversion paths and campaign performance
📈 Consider comparing your data with HubSpot’s Benchmark Reports to see how your numbers stack up.
5. User Permissions & Account Settings
Who can do what in your portal? Security and transparency matter.
What to Review:
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Remove access from former employees
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Assign roles properly (Admin, Sales, Marketing, etc.)
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Review integrations: Are all connected tools still in use?
🔒 Don’t forget to enable two-factor authentication for all users.
🛠️ Why Quarterly HubSpot Audits Matter
Even if your HubSpot setup was perfect last year, things change — teams evolve, products shift, and strategies update. A quarterly audit ensures:
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Your CRM stays clean and useful
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Automations work without errors
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Sales and marketing stay aligned
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Reporting remains actionable
And most importantly: You stop leaving money on the table.
💼 Want Us to Do It for You?
Running a detailed audit takes time and expertise. If you’d rather have HubSpot experts do it for you, CRM Magnetics offers a comprehensive HubSpot Audit service.
We'll identify quick wins, long-term gaps, and help you get more out of HubSpot — guaranteed.
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