Project crm-web-lead-pipeline-repair · revised 11 October 2026
Project
Repair the path from web form to salesperson, end to end
Up to three web-form paths into HubSpot are made to create one contact, find one owner, raise an alert on failure and sync agreed fields, proved with a synthetic lead through each.
This asks for a proposal by email. Nothing is charged, and nothing starts, until you have agreed the paths, the price and the terms in writing.
The result you are buying
A web lead passes through a form, a matching step, an assignment rule, an alert and sometimes a sync to another system. Each stage can be correct alone and still lose or duplicate the lead in combination. Fixing one stage at a time, on different days and by different people, leaves the path untested as a whole.
Who it’s for: A sales or marketing manager whose web leads reach the CRM through several forms and tools, and whose duplicates, unowned leads and sync gaps all need fixing together.
Usually starts when: Fixing one problem has exposed the next: de-duplicated contacts still reach no owner, an owner is assigned but the sync overwrites their notes, and nobody is told when a form stops working.
The result: For each of up to three named form paths, a synthetic lead submitted at the start reaches HubSpot as one contact and one company, receives the owner your approved table names, raises an alert if the path fails and, where agreed, syncs its agreed fields without error. You accept the finished paths, not each internal step.
How the work fits together
The project is complete when each named path has passed an end-to-end synthetic lead: one contact and one company, the approved owner, a received failure alert and, where agreed, the synced fields without error. The optional pieces count only where you agreed them. You accept the finished paths, not each internal step.
Stop web-form leads creating duplicate HubSpot contacts and companies Job Included
Synthetic submissions through one HubSpot form or API integration give the agreed counts: one contact for a repeat email, one company for two people at one domain, and no merging of different people.
One for each named form path, up to three
Make every new HubSpot lead land with the owner your rules name Job Included
Synthetic leads land with the owners your written rules name, an unmatched lead lands with a named fallback owner, and a user removed from the pool receives none.
One assignment workflow covering the named paths
Leads are matched to one contact before they are assigned.
After: Stop duplicate HubSpot leads
Hook up failure alerts for up to five automations so a named person is told Job Included
A deliberate synthetic failure in each of up to five automations raises an alert that reaches a shared mailbox or channel read by a named owner and a named backup.
Alerts for the automations on the named paths, up to five
After: Fix HubSpot lead owner assignment
Make one HubSpot and Salesforce field sync the way you agreed Job Optional
For one mapped field, a change on a synthetic test record crosses in the agreed direction, stays after the sync settles, and raises no sync error.
Up to two agreed fields, if the Salesforce integration is in scope
A webhook receiver that checks signatures and handles repeats and replays safely Job Optional
One signed webhook event is accepted only with a valid signature, answered fast from a durable record, and acted on once in effect when delivered twice or replayed from a captured copy.
Only if a form tool posts to an endpoint of your own and you agree to include it
How an engagement works
The price covers the agreed paths only. Paths or fields added later are quoted separately, and a path that turns out to be much larger than it looked is re-scoped with you.
How it starts
You send the form paths, a rough description of the routing and what goes wrong today, without any contact data or credentials.
We propose the scope and a fixed price for the agreed paths, and you agree it and the terms in writing. Nothing starts before then.
You approve the rule table and grant the least-access invitations. We map each path and reproduce its problems with synthetic leads.
We correct each path in turn and test it end to end with a synthetic lead.
You apply the changes to live workflows, and we send the runbook and the final summary.
Who decides what
You decide the routing rules and approve every change. Your administrator makes any Salesforce-side change. You apply changes to live workflows.
Handover
You receive the maps, the approved rule table, the change notes, the synthetic lead logs and the runbook. Anything left unfinished is handed back with notes.
Sharing your product safely. Send the paths and a rough description only, never contact lists or credentials. After you agree the project, grant the least-access invitation and approve the rule table.
What is included, and what is not
- A one-page map of each form path and its matching, assignment, alert and sync steps
- The approved rule table and the corrected workflows, form settings or integration steps, with change notes
- The end-to-end synthetic lead log for each path
- A runbook: who owns each path, what each alert means and how to retest after a team change
Included
- Up to three web-form paths into one HubSpot account, with a written map of each path from form to owner
- Correction of duplicate creation, assignment and alert for each path, against a rule table you approve
- For up to two agreed fields, correction of the HubSpot–Salesforce mapping, if the integration is in use
- An end-to-end synthetic lead through each path after the corrections, and a short runbook
Not included
- Designing territories, scoring, nurture or advertising, or consent and data-protection advice
- Changing a form on your own page that HubSpot collects through its tracking code: it can be mapped, but HubSpot adds every submission from one browser to one contact there, so moving it to a HubSpot form or the Forms API is a separate quote
- Merging, reassigning or deleting existing records
- More than three form paths, two synced fields or one HubSpot account
- Changing seats, subscription tiers, billing or Salesforce flows, validation rules and permissions
- Any promise about how quickly a lead is contacted, or real contacts used in tests
How we know it’s done
Agreed with you before work starts. Each check produces evidence you keep.
A synthetic lead submitted through each named form path creates exactly one contact and is associated with exactly one company for its domain.
Evidence: The end-to-end log with contact and company counts for each path.
Each synthetic lead is assigned to the owner your approved rule table names, and a lead that matches no rule is assigned to the named fallback owner.
Evidence: The log's expected and actual owner for each lead.
A deliberate failure on each path raises an alert at the shared place, and the named owner and backup confirm receipt.
Evidence: The received alert for each path and the written confirmations.
Where sync is in scope, each agreed field crosses in the agreed direction on a synthetic record and shows no sync error.
Evidence: The synthetic record log and the sync health view.
Sign-off. You accept the finished paths after reading the logs and the runbook. You apply the changes yourself, and you can send any path back with comments before you accept.
If it fails. A path we cannot complete is named with the reason and what it would take, and is taken off the list with a matching change to the price. Nothing is billed as delivered that you have not accepted.
When it fits, and when we stop
It fits when
- You control the HubSpot account, the forms and any integration steps on the named paths, and a Salesforce administrator is available if sync is in scope
- The routing rules can be written as a short ordered table that your team approves, with a named fallback owner
- Synthetic leads can be created and deleted without messaging real people
We stop and tell you if
- The routing rules are undecided or disputed inside your team
- The paths can only be tested with real leads or real salespeople would be notified
- A Salesforce-side cause cannot be changed by anyone on your side
What could go wrong
Each change is recorded with its previous setting in the change notes, so your administrator can restore it. Nothing is merged, reassigned or deleted in your real data by us. If the project stops, accepted changes stay and the rest is handed back with notes.
Scroll the table sideways to read it all.
| Risk | How we handle it |
|---|---|
| Fixing matching changes who receives which lead. | Matching is corrected before assignment, and the end-to-end synthetic lead on each path checks the owner against your approved table. |
| A synthetic lead notifies a real salesperson or enters a real sequence. | Switch off or filter notifications and enrolment for test records, and use synthetic addresses that match no real contact. |
| A Salesforce-side rule keeps reversing a synced field after our correction. | Name any Salesforce flow, validation rule or permission involved for your administrator, and watch a synthetic record through an agreed window. |
| If the owner property syncs to Salesforce, Salesforce may put the previous owner back after HubSpot assigns the new one. | HubSpot warns about this. The map records whether owner syncs, the Salesforce administrator checks which side wins, and the end-to-end synthetic lead is watched through a sync before it is accepted. |
Each path and its log are reviewed separately from the work that produced them, and you accept the finished paths. No human supervisor is included unless your proposal names one. At launch the work is largely automated, and we say so.
Stays with a person
- You approve the rule table and every change
- You apply changes to live workflows
- Your administrator makes any Salesforce-side change
Access we would need
- The least HubSpot access the named paths need, and a Salesforce administrator's time if sync is in scope
Questions
Why a project and not three separate repairs?
Each stage can be correct alone and still lose or duplicate a lead in combination. A project tests each path from form to owner as a whole, and you accept the finished path.
Do you change our Salesforce setup?
We name any Salesforce-side change needed. Your administrator makes it, because flows, validation rules and permissions are yours to approve.
How is this different from keeping leads owned month after month?
A project ends when the agreed paths pass their tests. The standing service continues, with a weekly check and repairs, until you end it.
Send an enquiry
Send us
- The form paths and tools involved, and roughly how a lead is meant to reach a salesperson
- What goes wrong today on each path: duplicates, no owner, a missed alert or a sync problem
- Who approves the rules, and who administers Salesforce if it is in use
- Do not send contact lists, passwords, API keys or an account invitation in the first enquiry
Later, once you agree
- A HubSpot user invitation with the permissions the named paths need, and a Salesforce administrator's time if sync is in scope
- The approved rule table, the fallback owner and a shared place for alerts
- A company-controlled secure handoff agreed before any access
Your HubSpot account, Salesforce data, forms and contacts stay yours. We use the least access the named paths need and test with synthetic leads. You approve each change, your administrator makes any Salesforce-side change and you hold every credential.
Email fallback: open your mail app
If website submission is unavailable, review and send the fallback email yourself. An email fallback is not a website receipt. Or write to hello@syntheticindustry.ai with “crm-web-lead-pipeline-repair” as the subject.