Revenue operations · CRM · Artificial intelligence
Find out how much revenue is leaking in your CRM
CogniOps is a revenue operations practice built on HubSpot. We find what your portal is costing you, teach your team to work with AI inside it, rebuild the processes that cross systems, and monitor it it so the leakage doesn’t return. Every number we give you is straight from your own data.
Every finding is provided within a range. Not one number pretending to be certain.
Certified partner
Portals we’ve worked in
How we work
Four commitments that shape everything we deliver
Each one is how we promise to work with you, not a slogan. See the method in full
We give you insights from your data, not from a benchmark
Industry averages are easy and nearly useless. Your win rate by stage, your average deal value and your conversion rate, all pulled from your own closed history. If we have to assume something, we say which number is assumed and where it came from.
We show our calculated range
Every costed finding arrives as a range with a stated method, not a single confident figure. You get to see how much of the number is measurement and how much is using benchmark data.
We tell you when there’s nothing there
Some portals are in good shape. Some findings can’t be costed honestly, will tell you exactly that. A diagnostic that always finds expensive problems isn’t a diagnostic, it’s a sales process wearing one.
When we teach your team to use AI on the CRM, using best practice frameworks before anything happens
Describe, plan, check and approve, verify. The check step is the one everyone skips, and it’s the one that matters when you want to keep a human in the loop. The method outlasts whichever tool you’re using this year.
What we do
Six ways we work on a HubSpot portal
Most people start with a Revenue Leak Check and follow the findings from there. You don’t need all of these, and the Revenue Leak Check Report will tell you exactly which ones you do and don’t need.
Revenue Leak Report
A read-only current state analysis of your portal. Every finding costed as an annual dollar figure with its method and range shown. Ends by allocating each finding to a solution, including the ones you should handle yourself.
AI Enablement
Four weeks teaching your CRM owner to do the portal work AI can genuinely help with including building, cleaning and restructuring, using a method with a verification step. We leave the capability with your team rather than the dependency with us.
Process Rebuild
For work that crosses systems that don’t talk to each other. Design is sold on its own and comes first. We then scope out the actual build based on our discovery. You can take the design elsewhere or stop after it. Every build runs in parallel with the old process before anything is cut over.
Revenue Leak Monitoring
We scan your portal every month and tell you what changed, where new revenue leakage is happening, and what’s still open as previously identified issues. This is for teams who are actively using their portal and have monthly changes such as new reps, new campaigns and new integrations. If your portal is stable, you don’t need this and we’ll say so.
HubSpot onboarding
New portal, or a hub you’ve bought and haven’t turned on. We configure it around how you actually sell and service, then hand it over to the people who’ll run it, after being comprehensively trained on it.
Ad hoc CRM support
Work you’ve already scoped. You tell us what you need built or fixed, we do it and bill the time. No retainer.
“I cannot recommend the team at CogniOps highly enough. From the very first interaction, they stood out as a team who truly know their craft. Working with a team who combines deep expertise with that level of care and initiative is rare, and it makes a real difference. If you’re looking for automation, CRM support, or process optimisation, look no further. CogniOps are absolutely superb.”Therina LabuschangeHead of Sales · Virgin Active
What a finding looks like
Four example findings from one portal, shown the way we would show yours.
All four came from the same sample report.
Finding 02 · departed owners
$64,000 a year in deals owned by people who’ve left
Method. 38 open deals assigned to four deactivated users, the earliest inactive for 14 months. Valued at deal amounts on record, multiplied by your own win rate at each stage. Nobody is working these, and nothing in the portal will tell you that.
Finding 04 · stale pipeline
$118,000 a year in deals past their close date
Method. 61 open deals with a close date more than 30 days past and no logged activity since. Valued at the deal amounts on record, multiplied by your own historical win rate at each stage, computed from 412 closed deals over 18 months.
Finding 06 · missing close dates
$9,400 of uncertain and invisible opportunities
Method. 143 open deals with no close date set at all, worth $412,000 in total. We’ve costed only the small slice statistically likely to be lost through inattention, which is why the figure looks modest. The real cost isn’t leakage, it’s that none of these 143 deals appear in any forecast. Your pipeline reporting is currently blind to $412,000 of activity.
Finding 09 · lifecycle stages · not costed
We’re not putting a number on this one
What we found. Your lifecycle stages have stopped meaning anything consistent. Roughly 3,100 contacts sit in stages that contradict their deal status, and three teams are using the same stage names to mean different things.
Why we won’t cost it. This is almost certainly the most expensive thing in your portal. But costing it would require assuming what the stages are supposed to mean, and that’s a decision your business hasn’t made yet, not a measurement we can take. Any number we produced would be our assumption wearing your data as a costume.
What to do instead. Get the three teams in a room and agree what each stage means. That’s a two-hour conversation, not a project. Once it’s decided, we can measure the gap properly.
In a typical Revenue Leak Report, we include nine findings, each shown this way, then allocated to who should act on them. On most reports the longest column is the one that says do it yourself.
Where it starts
The Revenue Leak Check
Twenty minutes, free, on your own portal. It replaces the discovery call and actually brings you tangible and immediate value you can use straight away.
- You grant read-only accessTakes about four minutes and you can revoke it yourself after the call. We need it 24 hours before the call to determine the findings.
- We run the scan beforehandSo the twenty minutes isn’t us clicking around your portal looking for something. We arrive already knowing what we found.
- We show you one number, in your portalLive, in your own records, not a slide. Then the method behind it, the range, and what would make it wrong.
- Access is deleted at the end of the callAnd you decide whether the full report is worth $3,500 to you.
“On the other side of competence and capability is a level of mastery that makes complex problems look easy to solve. That’s the level at which CogniOps operates.”Craig DavisCo-Founder · Upside Founder Programs
Achieving the best outcome
Who this best suits
Typically
2+ Years of Data
On Marketing, Sales, Service or Revenue Hub Professional or Enterprise, with a portal that’s been live more than two years.
Usually
20–200 people
The portal belongs to someone who has other responsibilities in their role, or to nobody in particular since the last person left.
Always
Something has changed
New reps, a new leader, a merger, new integrations, or three years of small decisions nobody wrote down.
What clients say
Testimonials and case studies
Every quote here is from a named person you can look up. We have 50+ of these.
“CogniOps has been a great support partner for our organisation. Their team is knowledgeable, responsive and easy to work with, and they have provided valuable support across HubSpot configuration and ongoing optimisation. I would highly recommend CogniOps to any organisation looking for reliable and knowledgeable HubSpot support.”
Linda HackHead of Sales · Excite Cyber“We’d had what felt like complex legacy issues with our HubSpot and needed someone to get a handle on the whole system. They’ve become a true extension of our team. I trust them completely.”
Clare RileyHead of Marketing · Hometime“We transferred to HubSpot a few years ago but had underestimated what was required for a fully functional portal. They built a solution that will support us into the next five years of growth.”
Tessa DouglasHead of Growth · The Back RoomQuestions
The things people ask before they book
Is the Revenue Leak Check really free, or is it a sales call?
It’s free, and it’s a call where we show you something useful and then tell you what we sell. The difference from a discovery call is that the useful part happens whether or not you buy. You keep the finding either way, and there’s no follow-up sequence if you say no.
Why do you need access to our HubSpot portal?
Because otherwise every number we gave you would be an industry average applied to your revenue, which is the thing we think is worthless. Access is read-only, scoped to CRM reads, created by you, revocable by you at any time, and deleted at the end of the call. The access guide shows every click and the data handling statement sets out what we keep.
What if you don’t find anything?
Then we tell you that. It happens, particularly on portals under two years old or with an active admin looking after them. A clean portal is a real outcome and we’d rather report it than manufacture a problem.
How is this different from the free audits other partners offer?
Most audits produce a conversation and a percentage. Ours produces a number computed from your own closed history, with the method shown and a range rather than a single confident figure. We also publish what would make each number wrong, and we decline to cost findings where the assumptions would be doing too much work.
Why do you show a range instead of one number?
Because the width of the range is information. A narrow band means we measured it. A wide one means we’re needing to use a larger range, and you should weight it accordingly. A single confident figure hides which of those you’re looking at, which makes it less useful, not more.
Do we have to buy anything after the Revenue Leak Check?
No. The finding is yours to act on with or without us. The full report is $3,500 if you want the other dozen patterns run, but the twenty minutes stands on its own.
Is our business too small for this?
Possibly. Under about twenty staff, or a portal live for less than a year, there’s often not enough history for the findings to be meaningful. Book anyway and we’ll tell you honestly on the call rather than taking your twenty minutes and inventing something.
We already have someone who looks after HubSpot. Is this still useful?
Usually more so. Portals with an active admin tend to be in better shape, which means the findings are subtler and more interesting. It also changes what we’d recommend afterwards. If there’s a capable person in place, the route is teaching them, not doing it for you.
How long does the full report take, and what do we get?
Ten business days. You get every finding costed with its method and range, a kill list of things to switch off, a 14-day quick start you can action without us, and a section allocating each finding to whoever should fix it. On most reports the longest column is the one that says do it yourself.
Who are we actually dealing with?
Sydney based HubSpot Partner. We reached HubSpot Diamond tier with a lean team, which means the person who runs your Revenue Leak Check is the person who writes your report and does the work. It also means we turn work down rather than staffing it with whoever is free.
Find out what your portal is costing you
Twenty minutes, free, and an immediate insight you can use right after the call. If your portal turns out to be in good shape, we’ll tell you that instead.