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 A cluttered, outdated, or duplicate-filled database will slow you down and confuse your team.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:

• Contact properties: Are key fields (e.g., Lifecycle Stage, Lead Source) being used consistently?

• Duplicate contacts & companies (Use HubSpot’s deduplication tool)

• 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:

• Email open/click rates (adjust subject lines, CTAs, and design accordingly)

• Workflow goals: Are they still aligned with your current funnel?

• Broken or paused automations

• 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:

• Deal stages: Are they clear, updated, and aligned with your process?

• Abandoned or stuck deals: Follow-up or remove

• Task automation: Are reps getting timely reminders?

• 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:

• Outdated or unused reports

• Alignment with KPIs

• Funnel drop-off rates

• 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:

• Remove access from former employees

• Assign roles properly (Admin, Sales, Marketing, etc.)

• 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:

• Your CRM stays clean and useful

• Automations work without errors

• Sales and marketing stay aligned

• 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.

📩 Click here to schedule your audit.