Legacy Investing Scope

What We're Building Together

Every site, tenant, and broker relationship in one connected HubSpot

Today, acquisition and leasing work is split across a lightly used HubSpot instance, a Dropbox of documents, and a different tracking spreadsheet per person — nothing connects. This project rebuilds the Sales Professional portal around how the business actually works: sites, tenants, lease opportunities, and the brokers who originate them, all linked, with the spreadsheets retired for good.

One source of truth

Every site, tenant, lease opportunity, and broker lives in HubSpot and links to the others. The person-by-person spreadsheets are standardized, imported, and retired.

Relationship visibility

Click into a site and see every interested tenant with its stage. Click into a tenant and see every site it is pursuing. Click into a broker and see everything they originated.

Leadership reporting

Portfolio dashboards show pipeline health, stage-by-stage progress, and broker attribution, so reporting up to leadership no longer means assembling spreadsheets by hand.

The System Shift

Current State to Future State

Legacy Investing runs on three disconnected buckets today. The future state consolidates the tracking work into one rebuilt HubSpot portal, keeps what works, and retires what does not.

Current State

HubSpot + spreadsheets + Dropbox

A lightly used Sales Professional portal built informally over two and a half years, leasing tracked in a different spreadsheet per person, and acquisition documents in Dropbox. No shared picture of which tenants are interested in which sites, at which stage, or who brought the relationship in.

Future State

One rebuilt Sales Hub portal

Sites, tenants, lease opportunities, and brokers modeled as connected records in HubSpot, one lease-tenant pipeline with clear stages, and dashboards for the Acquisitions team, the Leasing team, and leadership. Dropbox stays for documents; tracking happens in one place.

How each system is treated in the move:

Target

HubSpot Sales Professional

The system of record, rebuilt in place

The existing portal is optimized rather than replaced: a new data model, record layouts, permissions, pipeline, and dashboards, with outdated properties archived.

Replace

Leasing Spreadsheets

Per-person deal and outreach trackers

Standardized, imported into HubSpot, and retired. Historical tracking data carries forward into the new data model.

Keep

Dropbox

Acquisition document storage

Stays as-is. The managing partners rely on it, and document storage is not part of this scope. Tracking data moves to HubSpot; files do not.

Assets & Data Migrated

What We're Migrating

The leasing team's tracking spreadsheets are the source data. Each person keeps their own format today, so Aptitude 8 consolidates, deduplicates, and reshapes that data against a Legacy Investing approved import template before anything is loaded.

Working Volume Assumption

Roughly 4 analysts, each tracking in their own spreadsheet format — no shared template exists today
On the order of 100 lease-tenant opportunities at most coming out of the spreadsheets
Prospecting and relationship-building records run higher; the activity-date cutoff for what's worth importing is decided in requirements
Exact counts are confirmed before contract wherever possible; materially more records or more complexity than assumed results in a change order

Spreadsheet Data to HubSpot Object Mapping

What's Tracked Today	Where It Lives in HubSpot
Acquisition sites and targets	Listings records, with power capacity, acquisition status, and sourcing attribution
Prospective and active tenants	Company records, with the individual people tracked as Contacts underneath
Tenant-site pursuits and their stages	Deals in the lease-tenant pipeline, one per tenant-site pairing, each tracking its own stage
Broker relationships	Contact records, optionally paired with a Company for the brokerage, linked to the sites and tenants they originated

A single one-time import. Dropbox documents are not migrated, and no recurring sync is in scope. Legacy Investing signs off on the import template before Aptitude 8 begins data manipulation.

Key Considerations

Key Assumptions, Risks, and Dependencies

The scope and timeline hold if the items below hold. None of them are unusual; all of them are real.

Risk

Record volumes unconfirmed

No one has counted the sites, tenants, brokers, or historical deals yet. Data preparation is sized to the working volume assumption above — dozens, not hundreds, of active pursuits. Materially more records or complexity results in a change order.

Risk

Listings object fit

Sites are planned on HubSpot's native Listings object, included in the current plan. If it proves too limited and a fully custom object is needed, that requires a Sales Enterprise upgrade, a licensing cost decision that gets made during solution design, not discovered mid-build.

Dependency

Import template signoff

Aptitude 8 does not begin manipulating spreadsheet data until Legacy Investing signs off on the import template. The signoff gate protects the data; it also sits on the critical path.

Assumption

Portal access and spreadsheets

Partner access to the HubSpot instance and at least 2 representative leasing spreadsheets are provided at kickoff, so the portal audit and data quality assessment start on time.

Assumption

No compliance requirements

We assume no compliance or data-sensitivity requirements apply. If a real requirement surfaces — for example deal-level access restrictions — it would shape the permissions design and be handled as a change.

Aptitude 8 is a Time & Materials agency; budget is tracked transparently and change orders require approval. Assumptions are based on information gathered during the sales evaluation and are subject to refinement during the project.

Proof of Concept

Your Scenarios, Running on the Proposed Data Model

Nothing on this tab is hypothetical. Each scenario below was described by the Legacy Investing team on the discovery calls, in your own words, and each was tested against the proposed data model before this scope was priced. The first two were walked through together as live mockups on the August 11 working session; the dashboard view was shown on the same call. If the model handles these three, it handles the way Legacy Investing actually works.

The Model Under Test

Site

Listings record

↔

Lease Opportunity

Deal · one per tenant-site pairing

↔

Tenant

Company, people as Contacts

Broker

Contact, linked to what they originate

The connecting piece is the Lease Opportunity: every tenant-site pursuit is its own record, linking one site to one tenant and carrying its own stage. Everything below falls out of that one decision.

SCENARIO 01

Finding Tenants for a Site

Walked through live · Aug 11

“They're looking for 50 megawatts, and it just automatically matches them with the properties that have 50 megawatts.”Legacy Investing team · August 11 working session

Someone on the leasing team opens the site record for a property the acquisition team sourced.
Right on that record, they see candidate tenants — companies whose power requirement fits this site's capacity, including ones already in conversation and ones not yet approached.
From there, they pick a tenant and start a lease opportunity connecting that tenant to this site, at whatever stage makes sense.

Site record — illustrative

123 Main St — Data Center Site

Acquisition status: Active · Capacity: 50 MW · Sourced by: Broker J.R.

Candidate Tenants

Tenant	Why They Fit	Already in Process?
Hyperscale Co.	Needs 50 MW — matches this site's capacity	—	Start Lease Opportunity
DataCore Partners	Needs 20 MW — within capacity	Letter of Intent	View Lease Opportunity
CloudEdge Inc.	Needs 80 MW — above this site's capacity	—	Start Lease Opportunity

Why the model supports this: power capacity is a property on the Site and a requirement property on the Tenant, so fit is a filter — no custom development. Because each pursuit is its own Lease Opportunity record, the “already in process” column renders automatically from existing associations. The candidate list can be auto-filtered on criteria you set (megawatts, region, deal size) or hand-curated — the qualified pool for any one site is naturally small, and which approach fits is a solution-design conversation, not a rebuild.

SCENARIO 02

“Nesting Dolls” — One Tenant, Many Sites, Different Stages

Walked through live · Aug 11

“It's like nesting dolls throughout the data… you can just click into different areas, and it's linked. If I've clicked into an acquisition target and it spits out five tenants that are interested, I want to click into one tenant, see whatever I need on that tenant — and their interest in our other facilities.”Legacy Investing team · discovery calls

The click path your team described, traced through the model — every hop is an existing association, never a search:

123 Main StSite record→ DataCore Partnersinterested tenant→ 456 Powerline Rdtheir other pursuit→ Every tenant on that siteand onward…

Tenant record — illustrative

DataCore Partners — Tenant

Introduced by: Broker J.R. · Requirement: 20 MW · Qualification: Confirmed

Active Lease Opportunities

Site	Stage	Last Activity
123 Main St	Letter of Intent	3 days ago
456 Powerline Rd	Traded Paper	1 week ago
789 Grid Ave	Interested	Today

Why the model supports this: this is the many-to-many test — one tenant, three simultaneous pursuits, three different stages. Because each tenant-site pairing is its own Lease Opportunity, no stage overwrites another and no spreadsheet row gets duplicated. The same associations render in reverse: open any site record and see every interested tenant with its stage. This is exactly what your team flagged as missing today, where sidebar associations are “a lot less intuitive” than being able to click through.

SCENARIO 03

Dashboards for All of It

Dashboard view shown live · Aug 11

“We want dashboards for all of it, for sure… we want to know who we're going to double down on in any given H2 or year, and the data will speak for itself if it's in a dashboard somewhere.”Legacy Investing team · August 11 working session

Leadership opens a portfolio dashboard — every active pursuit across every site and tenant, without opening a single record.
They slice the same data the way the acquisition team described: all targets by status, only what's under LOI, only what's owned.
The same records re-slice by broker — who originated what, and who's earning the fees they're paid.

Dashboard — illustrative

All Active Lease Opportunities

Portfolio view — not tied to a single tenant or site

AllInterestedLetter of IntentTraded PaperExecutedOwned Sites

Tenant	Site	Stage	Broker
DataCore Partners	123 Main St	Letter of Intent	Broker J.R.
DataCore Partners	456 Powerline Rd	Traded Paper	Broker J.R.
DataCore Partners	789 Grid Ave	Interested	—
Hyperscale Co.	123 Main St	Interested	—
CloudEdge Inc.	901 Substation Way	Executed	Broker T.N.

Same Data, Sliced by Broker

Broker	Sites Sourced	Tenants Introduced	Active Opportunities	Executed
Broker J.R.	3	2	2	1
Broker T.N.	1	1	—	1

Why the model supports this: none of these views require new data entry. Every dashboard here is a re-slice of the same Lease Opportunity records created in Scenarios 1 and 2, and broker attribution comes from associations captured at the moment a site or tenant enters the system — not reconstructed at reporting time. If the record-level model holds, the reporting follows; the specific views each team needs are captured as requirements during the reporting workstream.

One structural note: the association pattern proven above holds whether Site ultimately lives on HubSpot's native Listings object or a fully custom object. The Listings-fit decision flagged under Key Considerations changes licensing, not this model. Mockups are illustrative of behavior, not final screen designs; broker names are anonymized.

Scope of Work

Mobilization

Contracted

High

Aligning project teams, confirming objectives, setting up governance, and conducting a structured kickoff call with the Acquisitions and Leasing teams to get the HubSpot rebuild started.

Mobilization

Contracted

High

A structured kickoff that aligns the Acquisitions and Leasing teams, and the project sponsor, on roles, access, and next steps before work begins.

Mobilization

Contracted

High

Customer Story

Legacy Investing needs a structured kickoff so the Acquisitions and Leasing teams, and the project sponsor, are aligned on roles, expectations, and priorities before requirements work begins.

Suggested Path

Run mobilization to align on communication norms, system access, team roles, and next steps before the requirements phase begins.

Assumptions

- 1 kickoff call to identify and align stakeholders on project scope and vision - Aptitude 8 delivery team knowledge transfer from the sales process, including the existing ERD and scenario mockups already reviewed with Legacy Investing - Legacy Investing provides HubSpot portal access ahead of the kickoff call - Standard governance and reporting cadence

Requirements

Contracted

21h

High

23h

Reviewing and validating the site, tenant, lease-opportunity, and broker relationship model and the leasing spreadsheet data to be imported, so both are clearly understood before solution design begins.

Acquisitions & Leasing Requirements

Contracted

15h

High

17h

A validated picture of how sites, tenants, lease opportunities, and brokers connect today, plus the record volumes and open data-model questions needed before design starts. Limited to the Acquisitions and Leasing teams — no marketing, service, or reporting processes outside those teams are included.

Research

Contracted

High

Customer Story

Legacy Investing's delivery team needs to review the existing HubSpot instance, leasing spreadsheets, and Dropbox structure so the requirements phase builds on what's already been learned rather than starting from zero.

Suggested Path

Review pre-sale materials including the ERD, scenario mockups, and call recordings, and complete a first-pass audit of the current HubSpot portal to confirm what's intentional versus a workaround.

Assumptions

- Covers a portal audit of the existing Sales Professional instance - Legacy Investing provides portal access and at least 2 representative leasing spreadsheets ahead of this work - Findings roll directly into the discovery workshops below rather than being a standalone deliverable

Discovery Workshops

Contracted

High

Customer Story

The Acquisitions and Leasing teams at Legacy Investing need to participate in structured workshops that validate the relationship model and surface current-state gaps, so requirements are clear and aligned before solution design begins.

Suggested Path

Conduct workshops with the Acquisitions and Leasing teams to validate the site/tenant/lease-opportunity/broker relationship model. Recommended coverage across the sessions: current-state HubSpot/spreadsheet/Dropbox walkthrough, record volume counts (sites, tenants, brokers, historical deals), the acquisition-to-leasing handoff process, the remaining data-model open items (co-brokerage, stage history, cold-pairing handling), and confirmation of compliance/data-sensitivity requirements and parallel initiatives — with the delivery team setting the final agenda.

Assumptions

- Up to 4 discovery workshops - Two Aptitude 8 team members expected per session - Stakeholders from the Acquisitions and Leasing teams and the project sponsor are available for these sessions and can speak to rough record volumes

Create Documentation

Contracted

High

Customer Story

Legacy Investing needs its current-state and future-state process documented so the Acquisitions and Leasing teams have a shared, validated picture of how sites, tenants, and brokers move through the system before solution design begins.

Suggested Path

Create a current-state and future-state process map for the acquisition-to-leasing handoff, and update the customer stories based on discovery findings.

Assumptions

- Includes current-state and future-state process maps for the acquisition-to-leasing workflow - Legacy Investing reviews and confirms the documented process reflects their actual workflow - No marketing, service, or reporting processes outside the Acquisitions and Leasing teams are included

Data Import Requirements Clarification Needed

Contracted

High

An assessment of the leasing-tracking spreadsheets to be imported, covering format, completeness, and what's worth carrying forward. Covers spreadsheet data only — Dropbox documents themselves are not migrated.

Import Discovery Needs Clarification

Contracted

High

Customer Story

Legacy Investing needs its leasing spreadsheets and any exportable Dropbox-tracked data assessed so the import approach reflects what actually needs to move into HubSpot.

Suggested Path

Identify each data source (leasing spreadsheets, any structured Dropbox tracking) in scope for import, along with file format, approximate record counts per target HubSpot object, and whether this is a one-time or recurring need.

Assumptions

- One-time import only — no recurring/scheduled import is in scope - Legacy Investing provides representative spreadsheets from each person currently maintaining a tracker - Covers leasing-tracking spreadsheet data only; Dropbox files themselves (documents) are not migrated, per Legacy Investing's preference to keep Dropbox in place - Migration targets four HubSpot objects: Listings (Sites), Companies (Tenants), Deals (Lease Opportunities), and Contacts (Brokers) - Record counts per object are confirmed during this task; Legacy Investing's own estimate is dozens, not hundreds, of active sites/acquisitions per year, with tenant, broker, and historical deal counts sized to the same low-to-moderate volume assumption until counted

Data Quality Assessment Needs Clarification

Contracted

High

Customer Story

Legacy Investing needs its leasing-tracking spreadsheets reviewed for completeness and consistency so the import plan accounts for the fact that each person's tracker currently follows a different format.

Suggested Path

Review the provided spreadsheets for completeness, formatting inconsistencies, and duplicate or stale records, and flag which historical data is worth carrying forward versus leaving behind.

Assumptions

- Assessment covers the spreadsheets Legacy Investing provides; spreadsheets not shared by the time this task begins are excluded from the import - Legacy Investing identifies which records are stale and don't need to migrate - No data cleanup or transformation happens in this task — assessment only

Solution Design

Contracted

20h

High

23h

Defining how the data model, single lease-tenant pipeline, and leadership dashboards will be built, including resolving the Listings-vs-custom-object decision, and obtaining sign-off before implementation begins.

Acquisitions & Leasing Solutions Design

Contracted

High

10h

A finalized data model, pipeline design, users & permissions structure, and reporting plan, signed off before any building begins. Includes resolving the Listings-vs-custom-object decision and the co-brokerage, stage-history, and cold-pairing open items from the ERD review.

Solution Design

Contracted

High

10h

Customer Story

The Acquisitions and Leasing teams at Legacy Investing need a designed solution for their relationship-tracking model so they can confidently move forward with a structured project plan before any building begins.

Suggested Path

Conduct solution design workshops to finalize the data model (including the Listings-vs-custom-object decision), the single lease-tenant pipeline's stages, users & permissions structure, and the reporting/dashboard specs validated in the mockups already reviewed with Legacy Investing. Deliverables: finalized ERD, process map, pipeline stage diagram, users & permissions document, training plan, and go-live plan.

Assumptions

- Up to 2 solution design workshops covering: final data model and object decision, pipeline stage design, users & permissions structure, and reporting/dashboard specifications - Resolves the open items from the ERD review: co-brokerage handling, stage-history requirements, and cold-pairing representation - If the Listings object proves insufficient and a custom object is required, the resulting HubSpot tier change (Sales Professional → Sales Enterprise) and any associated cost is called out to Legacy Investing as a change in direction, not absorbed silently into this estimate - Legacy Investing reviews and approves the finalized data model before implementation begins

Data Import Solutions Design Clarification Needed

Contracted

High

A signed-off import template mapping spreadsheet data to HubSpot properties, plus a defined sequencing and deduplication plan for the historical leasing data. Legacy Investing's signoff on the template is required before data manipulation begins.

Field Mapping Document (Import) Needs Clarification

Contracted

High

Customer Story

Legacy Investing needs its leasing spreadsheet columns mapped to the correct HubSpot properties so historical tracking data lands in the right place once it's imported.

Suggested Path

Map source spreadsheet columns to HubSpot properties across the Site (Listing), Tenant (Company), Lease Opportunity (Deal), and Broker (Contact) records, based on the data model finalized above.

Assumptions

- Field mapping covers the spreadsheet sources confirmed in Data Import Requirements - Legacy Investing reviews and signs off on the field mapping document - Mapping is limited to the objects/properties defined in the finalized data model; net-new tracking fields discovered after this point may require additional scoping

Import Plan

Contracted

High

Customer Story

Legacy Investing needs a defined import approach and sequencing plan so their historical leasing and acquisition data moves into HubSpot cleanly and in the right order.

Suggested Path

Define the import sequencing (Companies/Tenants first, then Sites/Listings, then Lease Opportunity Deals, then Broker associations), a deduplication approach for records that appear across multiple people's spreadsheets, and a validation checkpoint plan. Produce the import template — the load-ready file structure the prepared data will be shaped into — as a distinct deliverable building on, but separate from, the field mapping document.

Assumptions

- The import template is a distinct deliverable from the field mapping document — the field mapping defines column-to-property translation, while the import template is the load-ready structure the data is prepared into - Legacy Investing signs off on the import template before Aptitude 8 begins data manipulation - Deduplication rules assume Legacy Investing can identify which record "wins" when the same site or tenant appears in more than one person's spreadsheet - Plan covers a single import pass; a phased/staged import would require additional scoping

Solution Validation

Contracted

High

Formal review and sign-off of the finalized solution design — data model, pipeline structure, and reporting approach — with Legacy Investing before implementation begins.

Solution Validation

Contracted

High

Customer Story

Legacy Investing needs to review and validate the proposed solution design — the data model, pipeline structure, and reporting approach — to confirm it meets their relationship-tracking vision before development begins.

Suggested Path

Review the overall build strategy and finalized deliverables (ERD, process map, Gantt chart) with Legacy Investing, adjust story hours based on feedback, and obtain sign-off before proceeding to implementation.

Assumptions

- Legacy Investing reviews and provides feedback on the finalized solution design - Legacy Investing approves the solution and project plan before implementation begins - One round of revisions is included; additional rounds may require a change order

Implementation

Contracted

61h

High

67h

Implementing the HubSpot data model, record layouts, permissions, lease-tenant pipeline, and dashboards, and preparing and loading the historical leasing data, through configuration and data manipulation.

HubSpot Configuration

Contracted

26h

High

28h

The Site, Tenant, Lease Opportunity, and Broker data model built in HubSpot, with record layouts, permissions, and legacy property cleanup completed. Supports the many-to-many relationships and cross-record navigation the Acquisitions and Leasing teams described.

Implement Data Model

Contracted

High

10h

Customer Story

Legacy Investing needs a data model implemented in HubSpot that reflects how sites, tenants, lease opportunities, and brokers actually connect, so the "spider map" relationship-tracing vision works the way the Acquisitions and Leasing teams pictured it.

Suggested Path

Use the finalized data model from Solution Design as truth. Implement Site (Listings object or custom object per the finalized decision), Tenant (Company), Lease Opportunity (Deal), and Broker (Contact) with the association labels needed to support many-to-many tenant-to-site relationships and independent broker-to-site and broker-to-tenant connections.

Assumptions

- Up to 4 objects customized: Listings (or custom object), Companies, Deals, and Contacts - Up to 25 custom fields per object, covering attributes surfaced in the ERD review (e.g., power capacity/megawatts, acquisition status, qualification notes, current stage) - Association labels built to support one tenant interested in multiple sites at different stages simultaneously, and independent broker-to-site/broker-to-tenant tracking - If the Listings object is not flexible enough and a custom object is required, this task is re-scoped once that decision is finalized in Solution Design

Customize Record Layouts

Contracted

High

10h

Customer Story

Legacy Investing wants the right information visible on the right record for the right team — an Acquisitions team member and a Leasing team member should each see what matters to their side of the process without digging through generic association lists.

Suggested Path

Use the wireframes and record views validated in the scenario mockups as truth — a site record surfaces its candidate and in-process tenants, a tenant record surfaces every site it's connected to and each pairing's stage, and broker records surface everything that broker originated.

Assumptions

- Includes Listing (Site), Company (Tenant), Deal (Lease Opportunity), and Contact (Broker) record customization - Up to 2 team/group views per object (Acquisitions, Leasing) - Includes left, middle, and right pane customizations - No custom-coded CRM cards — record customization uses native HubSpot layout tools only

Implement Users & Permissions

Contracted

High

Customer Story

Legacy Investing needs permissions set up so the Acquisitions and Leasing teams see what's relevant to them while the system stays usable as more of the ~25-30 person organization is brought in over time.

Suggested Path

Use the users & permissions document from Solution Design as truth for team structure, seat assignment, and visibility rules between the Acquisitions and Leasing teams.

Assumptions

- Aptitude 8 to support up to 10 seats across the Acquisitions and Leasing teams at launch - Permission sets and role definitions are finalized in Solution Design before this task begins - Expanding beyond the initial ~10 seats as adoption grows uses the same permission structure and does not require additional configuration work

Property Cleanup

Contracted

High

Customer Story

Legacy Investing needs outdated and no-longer-maintained properties archived from its current HubSpot instance so the rebuilt portal doesn't carry forward the clutter that made the original setup hard to use.

Suggested Path

Identify properties from the current instance that are unused, redundant, or superseded by the finalized data model, confirm with Legacy Investing which are safe to archive, and archive them.

Assumptions

- Legacy Investing approves each property archival before it happens — some may be referenced by workflows or reports the team has forgotten about - No specific properties have been identified yet; this list is built during the requirements/design review of the current portal - Archival, not permanent deletion — HubSpot's native archive functionality is used so nothing is unrecoverable

Sales Hub Implementation

Contracted

19h

High

20h

A single lease-tenant pipeline with supporting automations, plus portfolio and team-level dashboards covering pipeline health and broker attribution. Includes the training and reference materials the Acquisitions and Leasing teams need to adopt it.

Pipeline Configuration

Contracted

High

Customer Story

Legacy Investing's Leasing team needs the existing deal pipeline modified into a single lease-tenant pipeline so every pairing of a tenant to a site is tracked through its own stages — interested, letter of intent, traded paper, and executed — independent of every other pairing that same tenant or site might be in.

Suggested Path

Modify the existing pipeline to the stage names validated in the ERD review: configure the new stages and required properties per stage, map and backfill existing deals from the old stages to the new ones (bulk update or workflow), and review required-field changes and any automations tied to the old stages.

Assumptions

- Modifies the existing pipeline rather than building a net-new one; 1 pipeline covering lease-tenant opportunities - Includes mapping and backfilling existing deals to the new stages and updating required fields per stage - Automations tied to the old deal stages are reviewed and accounted for as known today - Additional pipelines (e.g., for the acquisition/site-sourcing side of the business, if that also needs deal-style stage tracking) require separate scoping

Pipeline Automation

Contracted

High

Customer Story

Legacy Investing's Leasing team needs automations that keep lease-tenant opportunities moving accurately through the pipeline so leadership's reporting reflects real progress rather than stale records.

Suggested Path

Start with the highest-value automations for the single lease-tenant pipeline — stage validation (required fields before a deal can advance) and stale-deal alerts — with further automation deferred until a clear use case emerges.

Assumptions

- Applies to the 1 pipeline scoped above - Up to 2 automations: stage validation and stale-deal alerts - No custom-coded logic or conditional flows — native HubSpot workflow tools only - Notifications are internal only; no automated external emails to tenants or brokers

Reports & Dashboards

Contracted

10h

High

11h

Customer Story

Legacy Investing's leadership needs dashboards that show tenant-by-site-by-broker breakdowns and portfolio-level pipeline health, so the COO gets the "pull the right data and show the team we're on target" visibility described as a core driver for this project.

Suggested Path

Align on KPI definitions, then build a portfolio-level dashboard (all active lease opportunities across sites and tenants, filterable by broker and stage) plus team-level dashboards for Acquisitions and Leasing, using the report format validated in the scenario mockups.

Assumptions

- Up to 3 dashboards: 1 portfolio-level leadership view, 1 Acquisitions team view, 1 Leasing team view - Up to 8 out-of-the-box reports and 5 custom reports across the 3 dashboards, including broker-attribution reporting - Dashboard filters align with the permission structure defined in Users & Permissions - External BI tool embeds are out of scope unless explicitly requested

Data Import Clarification Needed

Contracted

16h

High

19h

Legacy Investing's historical leasing and acquisition data, cleaned and standardized from each person's spreadsheet format, loaded into the rebuilt HubSpot instance across four target objects: Listings (Sites), Companies (Tenants), Deals (Lease Opportunities), and Contacts (Brokers). Covers a single, one-time import — not a recurring or phased process.

Data Preparation & Cleanup Needs Clarification

Contracted

High

10h

Customer Story

Legacy Investing needs its leasing-tracking spreadsheets — currently kept in a different format by each person on the team — consolidated into one master sheet that matches the approved import template, then cleaned, so the historical data that lands in HubSpot is usable rather than a like-for-like copy of today's mess.

Suggested Path

Preparation: consolidate each contributor's spreadsheet into a single master sheet mapped to the approved import template. Cleanup: resolve formatting inconsistencies and de-duplicate records that appear in more than one person's tracker, per the rules defined in the Import Plan.

Assumptions

- Begins only after Legacy Investing signs off on the import template - Assumes a low-to-moderate record volume consistent with Legacy Investing's own description of dozens (not hundreds) of active sites/acquisitions per year; if actual volumes are materially higher once counted in requirements, this task is re-scoped - Legacy Investing is not responsible for pre-cleaning the spreadsheets before handing them off — that is the point of this task - Historical email/activity-level detail beyond what's captured in the spreadsheets themselves is not reconstructed

Data Import

Contracted

High

Customer Story

Legacy Investing needs its historical leasing and acquisition data loaded into the production HubSpot instance — with record counts, field-level accuracy, and tenant/site/lease-opportunity associations verified against the source spreadsheets — so the Acquisitions and Leasing teams start on a system that already reflects their real pipeline.

Suggested Path

Recommended approach: run a small pilot batch first to confirm the import behaves as expected, then execute the full production import per the Import Plan sequencing, verifying counts, field accuracy, and associations against the source spreadsheets as part of the load.

Assumptions

- Executed as a single production import — not a phased/staged load - Validation is a spot-check against the source spreadsheets, not a full record-by-record audit; Legacy Investing confirms the results - Any records created or changed between spreadsheet handoff and go-live are handled as a delta pass coordinated with cutover

Testing

Contracted

19h

High

21h

Validating the data model, pipeline, dashboards, and imported leasing data against what the Acquisitions and Leasing teams described during discovery.

HubSpot Configuration

Contracted

High

UAT Preparation & Internal End-to-End Testing

Contracted

High

Customer Story

Legacy Investing needs its data model, record layouts, and permissions internally verified so issues are caught before the Acquisitions and Leasing teams start testing.

Suggested Path

Aptitude 8 internally verifies data model accuracy (fields, associations, labels), record layout rendering per team view, and permission behavior across roles.

Assumptions

- Internal testing only — Legacy Investing UAT is a separate task below - Covers the objects and views scoped in HubSpot Configuration implementation

Legacy Investing UAT Execution & Defect Resolution

Contracted

High

Customer Story

Legacy Investing needs to confirm the data model, record layouts, and permissions actually support how the Acquisitions and Leasing teams work before this becomes their system of record.

Suggested Path

Legacy Investing validates that record pages show the correct information for each team, permissions are correct, and the data model supports the relationship-tracing scenarios described during discovery.

Assumptions

- Legacy Investing provides testers from both the Acquisitions and Leasing teams - One round of UAT with defect resolution is included

Sales Hub Implementation

Contracted

High

10h

UAT Preparation & Internal End-to-End Testing

Contracted

High

Customer Story

Legacy Investing needs the lease-tenant pipeline, automations, and dashboards internally validated end-to-end before the Acquisitions and Leasing teams test it themselves.

Suggested Path

Prepare test scenarios from the approved solution design and internally execute them across the pipeline, automations, and dashboards, resolving issues before Legacy Investing UAT opens.

Assumptions

- Test scenarios are derived from the approved Solution Design deliverables - Internal issues found here are resolved before Legacy Investing UAT begins

Legacy Investing UAT Execution & Defect Resolution

Contracted

High

Customer Story

Legacy Investing needs its own team to test the lease-tenant pipeline, automations, and dashboards against real scenarios before go-live, with any issues found resolved by Aptitude 8.

Suggested Path

Legacy Investing's testers execute the prepared scenarios; Aptitude 8 investigates and resolves any defects and confirms fixes before retesting.

Assumptions

- Legacy Investing assigns testers from the Acquisitions and Leasing teams and executes scenarios within the agreed testing window - One round of UAT is included, consistent with a single (non-phased) go-live

Data Import

Contracted

High

Import Validation

Contracted

High

Customer Story

Legacy Investing needs one more confirmation pass on the imported data — after it's live in the record layouts and dashboards built for the Acquisitions and Leasing teams — to catch anything a spreadsheet-level check might have missed.

Suggested Path

Spot-check imported records within the finished record layouts and dashboards, confirming counts and associations look correct in context, not just in isolation.

Assumptions

- Builds on the Validation task in Implementation; this pass checks the data in its finished context (record pages, dashboards) - Legacy Investing confirms the imported data looks right before go-live

Training

Contracted

14h

High

16h

Equipping the Acquisitions and Leasing teams with the knowledge and confidence to adopt the rebuilt HubSpot instance, with a deliberate focus on adoption given past frustration with the prior setup.

Sales Hub Implementation

Contracted

14h

High

16h

Run Training Sessions

Contracted

High

Customer Story

Legacy Investing's Acquisitions and Leasing teams need hands-on training on the rebuilt HubSpot instance so the system gets adopted this time, rather than repeating what happened when the Director of Leasing gave up on the old setup within an hour.

Suggested Path

Deliver role-based training sessions covering the rebuilt data model, the lease-tenant pipeline, record navigation (the "spider map" click-through between sites, tenants, and brokers), and the new dashboards — with a deliberate focus on adoption ("what's in it for me"), not just feature coverage, given the team's stated frustration with the prior setup.

Assumptions

- Up to 3 role-based virtual training sessions for the Acquisitions and Leasing teams - Custom elements specifically covered: the site/tenant/lease-opportunity/broker relationship navigation, the single lease-tenant pipeline and its stages, and the leadership dashboards - Session recordings provided for internal reuse as more of the organization is brought into HubSpot over time - Training content assumes the ~10 initial named users; onboarding additional users beyond that as adoption grows is expected to use the same recorded materials

Create Documentation

Contracted

High

Customer Story

Legacy Investing needs reference materials describing how to use the rebuilt system so training sticks after the sessions end and new hires can ramp up without repeating live training.

Suggested Path

Produce step-by-step guides for the core workflows — logging a new site, connecting a tenant to a site, updating a lease opportunity's stage, and reading the leadership dashboards — plus team-specific quick-reference guides for Acquisitions and Leasing.

Assumptions

- Documentation covers the workflows and features implemented in this project - Up to 2 team-specific guides (Acquisitions, Leasing) - Documentation reflects the system as implemented at launch; post-launch updates are excluded unless scoped separately

Deployment

Contracted

High

Cutting the Acquisitions and Leasing teams over to the rebuilt portal — configured directly in production, with no sandbox required — and supporting the transition to live use.

Launch

Contracted

High

The rebuilt configuration switched into live use through a coordinated cutover — the portal is optimized directly in production — with validation that everything works correctly before the Acquisitions and Leasing teams rely on it day to day.

Go-Live Readiness & Cutover Support

Contracted

High

Customer Story

Legacy Investing needs a coordinated cutover moment — the point where the Acquisitions and Leasing teams switch from spreadsheets to the rebuilt portal — given the urgency they've expressed and the fact that the system is being optimized directly in production.

Suggested Path

Review the agreed go-live plan, confirm timing and sequencing, activate automations and apply permissions, coordinate the timing of the production data import, and support the Acquisitions and Leasing teams through the cutover.

Assumptions

- The portal is optimized directly in production (Sales Professional includes no sandbox); changes are sequenced to avoid disrupting current usage, with a defined cutover moment when the teams switch over - Single go-live event — not a phased rollout - Legacy Investing confirms go-live timing in advance - Off-hours (weekend/evening) cutover is not assumed; standard business-hours deployment

Production Validation

Contracted

High

Customer Story

Legacy Investing needs confirmation that the live system — data model, pipeline, dashboards, and imported data — functions correctly in production before the Acquisitions and Leasing teams rely on it day to day.

Suggested Path

Validate key configurations, the lease-tenant pipeline, dashboards, and imported data in production against what was confirmed in UAT, addressing any issues before hypercare begins.

Assumptions

- Required for this deployment; occurs immediately after cutover - Validation is limited to in-scope functionality confirmed during testing

Hypercare

Contracted

13h

High

14h

Providing concentrated support in the two weeks immediately following launch to monitor the rebuilt HubSpot instance and resolve any issues before transitioning to Managed Services.

Hypercare

Contracted

13h

High

14h

Two weeks of monitoring and defect resolution immediately after launch so early issues are caught and fixed before Legacy Investing transitions to ongoing Managed Services support.

Hypercare Monitoring

Contracted

High

Customer Story

Legacy Investing needs proactive monitoring of the live system in the weeks right after launch so any data, automation, or usage issues get caught quickly while the Acquisitions and Leasing teams settle into the rebuilt process.

Suggested Path

Perform scheduled monitoring of the HubSpot configuration and imported data during the hypercare window, reviewing workflow execution, record counts, and usage patterns, and flagging anomalies to Legacy Investing.

Assumptions

- Monitoring occurs during a 2-week hypercare window following go-live - Excludes optimization, enhancements, or new feature development - Monitoring conducted within Aptitude 8 business hours (M-F 9am–6pm Eastern, excluding holidays)

Hypercare Defect Resolution

Contracted

High

Customer Story

Legacy Investing needs support resolving any issues discovered after go-live so the Acquisitions and Leasing teams can trust the rebuilt system from day one rather than working around new problems the way they worked around the old ones.

Suggested Path

Triage and resolve verified defects tied to the implemented data model, pipeline, automations, dashboards, or imported data, confirming resolution before closing each item.

Assumptions

- Applies only to defects within the implemented project scope — new requests are handled via change order or the Managed Services engagement - Unused hypercare hours may roll into the first Managed Services period - Support conducted within Aptitude 8 business hours (M-F 9am–6pm Eastern, excluding holidays)

Project Close Out

Contracted

High

Customer Story

Legacy Investing needs a formal project close-out so the engagement wraps with clear documentation and a defined transition to ongoing support.

Suggested Path

Prepare a close-out summary and hold a wrap-up call covering final handoff and the transition to Managed Services.

Assumptions

- Includes a close-out summary and a wrap-up call with Legacy Investing stakeholders

Project Management

Contracted

48h

High

53h

Maintaining project health through status meetings, timeline tracking, budget visibility, and proactive communication with Legacy Investing given the urgency expressed around this rebuild.

Project Management

Contracted

48h

High

53h

Ongoing project coordination, status communication, and budget/timeline tracking across the engagement.

Recurring Project Check-ins & Client Communications

Contracted

20h

High

22h

Customer Story

Legacy Investing needs consistent project communication so the Acquisitions and Leasing teams, and the project sponsor, stay informed and questions get addressed quickly given the urgency already expressed around this rebuild.

Suggested Path

Facilitate ongoing project communication and coordination with Legacy Investing stakeholders through recurring check-ins, meeting preparation, and written updates throughout the engagement.

Assumptions

- Includes weekly status meeting preparation, facilitation, and recap - Includes ongoing email communication related to project coordination - Assumes one primary weekly status meeting cadence during active phases

Project Administration

Contracted

28h

High

31h

Customer Story

Legacy Investing needs structured project administration so tasks stay organized, progress is tracked, and risks are addressed proactively given the compressed timeline they've asked for.

Suggested Path

Manage project execution through internal task tracking, timeline management, budget visibility, and risk tracking to keep delivery aligned with the project plan.

Assumptions

- Includes maintenance of project tasks, timelines, and delivery milestones - Includes budget burn tracking and delivery forecasting - Change requests require written approval before work begins

Post-Launch & Investment

Post-Launch Support

Hours / Month

30h

Duration

1 mo

Total Hours

30h

Following Hypercare, A8 recommends ongoing retainer-style support delivered by our Managed Services team — reporting, training, iterations, and ongoing optimization as the Acquisitions and Leasing teams settle into the rebuilt portal.

Hourly Rate

$260/hr

Monthly Investment

$7,800

Total PLS Investment

$7,800

Total Engagement Scope

Contracted Hours

208h

$54,080

High Hours

230h

$59,800

Post-Launch Support

30h

$7,800

Investment Summary

Project Investment

$54,080

Post-Launch Support

$7,800

Total Estimated Investment

$61,880

Rate $260/hr. Contracted hours are a variable ceiling — billed against actuals up to the contracted amount per workstream; High is the upper bound of the estimate band. Post-Launch Support is a recommended, separately contracted retainer at $260/hr that begins after Hypercare.

Delivery Plan

Project Timeline

An illustrative plan anchored to a Tuesday, September 1, 2026 kickoff; actual dates set at contract signature.

Requirements and solution design run through early October; the build runs through early November
Testing and training land in mid to late November; go-live is Friday, December 4
Two weeks of hypercare through December 18, then a month of Managed Services through mid-January
Roughly a 13-week plan — it holds if Legacy Investing invests early in the requirements window, and compresses toward 11 to 12 weeks at two workshops per week

GO-LIVE DEC 4

KICKOFF

M1Sep

M2Oct

M3Nov

M4Dec

M5Jan

Mobilization

Requirements

Solution Design

Implementation

Testing

Training

Deployment

Hypercare2 weeks

Managed Services1 month

30 hours/month

Project Staffing

Delivery Lead

HubSpot Consultant

Managed Services Team

Mobilization + Requirements + Solution Design Implementation Testing + Training Deployment + Hypercare Managed Services

What We Can and Can't Speed Up

Levers if the Timeline Compresses

Legacy Investing has asked for speed. Some of this schedule can move faster; the split is largely about who owns the pace.

We Can Speed Up

Workshop cadence: two requirements workshops per week instead of one compresses the discovery window by roughly two weeks. This is the single biggest lever, and it is in Legacy Investing's hands.
Build parallelization: once the design is signed off, the data model, pipeline, and dashboard work can overlap rather than run in sequence.
Training scheduling: recorded, role-based sessions can land alongside client testing rather than strictly after it.

We Can't Speed Up

Client signoff gates: solution validation and the import template signoff are hard gates. Skipping them is how the last HubSpot build ended up where it is.
Client testing: the Acquisitions and Leasing testers need real time in the system before go-live; compressing the testing window trades launch quality for days.
Data preparation quality: standardizing a different spreadsheet per person takes the time it takes. Rushing it recreates today's mess inside the new system.