Your HubSpot deals, followed back to the lead
HubSpot holds the contact and the deal. Vanzio joins them to the diary, the dialler and what each lead cost, so you see conversion by rep and cost per sale by supplier in one place.
What the export looks like
A HubSpot export is one row per contact or per deal, with whichever properties the view shows. HubSpot's own "original source" says how someone found you online; the lead supplier you pay is usually a property you added, and that's the one cost per sale needs.
Deal stages are your own. Step 2 maps each one to Sold, Not sold, No-show, Cancelled or Not booked. Dates in year-first or US order are read as they are; the importer checks the data to tell day and month apart.
| Record ID | Create date | Original source | Lead supplier | Deal stage | Amount | Close date | Deal owner |
|---|---|---|---|---|---|---|---|
| 5512 | 2026-10-02 10:14 | Paid social | Supplier B | Appointment scheduled | Rep 2 | ||
| 5513 | 2026-10-02 11:40 | Offline sources | Supplier A | Closed won | 8200 | 2026-10-09 | Rep 1 |
| 5514 | 2026-10-02 12:03 | Direct traffic | Closed lost | 2026-10-12 | Rep 4 |
Made-up rows, for the shape only. HubSpot exports contacts or deals from a view to CSV or Excel; create date, deal stage, amount, close date and owner are standard, and installers often keep the lead supplier in a property of their own.
What Vanzio joins to it
- The diary, if appointments live outside the CRM: appointment, rep, outcome, who booked it, when it was booked and confirmed. Each diary row is matched to its lead by lead number, or else by phone, email, or postcode and surname, which are used for the match and never kept.
- First-call times from the dialler, for speed to first call and calling hours.
- Hours from the rota, for hours per pitch, the call centre board and the pay sheet.
- What each lead cost, from the export or as a cost per lead for each supplier.
Names, phone numbers, emails and street addresses never go into the reporting workbook. Postcodes are cut short and figures are shown by postcode area (G, ML, EH).
The question it answers
HubSpot shows the deals you closed. What did each closed deal cost in lead spend, supplier by supplier?
That's cost per sale: lead spend ÷ the sales those leads made. With the diary and the rota alongside it, the same data gives conversion by rep, the blowout rate, hours per pitch, and a verdict on each supplier: get more, keep, watch or cut back. How cost per sale is worked out.
How the figures get in
Core
You export from HubSpot and import it with one menu, weekly or whenever you like. The importer remembers how your columns and outcomes map, and stops to ask when it sees one it hasn't met.
Connected
Linking the diary, dialler and CRM is part of the build, set up for how your business runs. Vanzio has no live link to HubSpot today. On Connected, how the figures arrive from HubSpot is worked out in the build; until then they come from the export.
What isn't built. Vanzio has no live link to HubSpot today. Everything on this page works from the export today. HubSpot is a trademark of its owner; Vanzio isn't connected with it.
Try it on four numbers, or see the whole thing.
The 4-number check works out what a sale costs from each lead supplier from your spend, leads, pitches and sales, on your screen only. The demo is Demo Solar Ltd, a made-up installer with solar and windows divisions, and shows every figure the dashboard has.
Every figure is defined on How every number is worked out.