HubSpot Management: Outsource or In-House?

Ratul Rahman

May 23, 2025

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HubSpot

HubSpot is a powerhouse for businesses aiming to streamline marketing, sales, and customer service. It's an all-in-one platform that offers tools for email campaigns, lead nurturing, CRM, and more, making it a cornerstone for growth. However, unlocking its full potential requires expertise, time, and strategic alignment. A critical business decision is whether to manage HubSpot in-house or outsource to a specialised partner. While both approaches have merits, in-house management often comes with higher costs due to salaries, training, and overhead. This comprehensive guide dives into the financial implications, benefits, and drawbacks of each option, helping you choose the best path for your business in 2025.

Why HubSpot Management Matters

HubSpot’s capabilities can transform how you connect with customers, from automating lead nurturing to optimising SEO. However, effective management is key to maximising its value. Poor setup or mismanagement can lead to missed opportunities, while a well-executed strategy drives revenue and efficiency. The choice between in-house and outsourcing isn’t just about who handles the platform—it’s about aligning resources, expertise, and budget with your business goals. In-house management offers control but often at a steep cost, while outsourcing provides expertise and cost savings. Let’s explore why in-house management might be more expensive and how outsourcing compares.

The High Cost of In-House HubSpot Management

Managing HubSpot in-house involves building a team capable of handling its complexities. While this approach offers control, the costs can quickly add up, often exceeding expectations. Here’s a detailed breakdown of the expenses involved.

Why Outsourcing HubSpot Management Can Save Money

Outsourcing HubSpot management to a specialised partner or freelancer offers a more predictable and often lower-cost alternative. Here’s how it compares.

Fixed or Scalable Pricing

Outsourcing costs vary based on the level of service:

Agency Support:

Ranges from $30,000 to $120,000 per year, with mid-range support typically around $60,000 annually ($5,000/month).

Freelancer Support:

A full-time equivalent freelancer at $25/hour (based on Upwork) costs approximately $52,000 per year (40 hours/week, 52 weeks).

These costs are often lower than in-house management, especially for small to medium-sized businesses.

No Hidden Costs

Outsourcing eliminates expenses like benefits, training, equipment, and overhead. Partners or freelancers handle these internally, providing a streamlined cost structure. You pay for the service, not the infrastructure.

Immediate Expertise

Outsourcing provides access to professionals already proficient in HubSpot, bypassing the learning curve and training costs. This expertise can lead to faster setup, optimised campaigns, and better ROI, potentially offsetting the service fees.

Scalability Without Overhead

Outsourcing allows you to scale HubSpot operations up or down as needed without the overhead of hiring additional staff. Agencies often offer flexible plans, such as HubXpert’s onboarding options, which can set up HubSpot in as little as four weeks, tailored to your needs.

Total Estimated Annual Cost

Agency (Mid-Range):

$60,000

Freelancer (Full-Time Equivalent):

$52,000

Even at the high end ($120,000/year), outsourcing is often comparable to or less expensive than in-house management, especially for businesses requiring multiple specialists.

Cost Comparison Table

This table highlights that in-house management is significantly more expensive, especially when factoring in hidden costs like turnover and overhead.

Benefits of Each Approach

In-House Management

Control:

Full oversight of data, strategies, and workflows.

Customisation:

Tailor HubSpot to your unique business processes.

Long-Term Expertise:

Builds internal knowledge over time.

Outsourcing

Cost Savings:

Often cheaper than in-house, with no hidden costs.

Expertise:

Immediate access to HubSpot professionals.

Scalability:

Easily adjust services to match business needs.

Efficiency:

Frees internal teams to focus on core activities.

Drawbacks of Each Approach

In-House Management

High Costs:

Over $109,000/year for one specialist, with additional expenses for teams.

Learning Curve:

Time and resources needed to master HubSpot.

Risk of Errors:

Inexperienced teams may make costly mistakes, such as incorrect data migration.

Resource Strain:

Diverts staff from other critical tasks, risking burnout.

Outsourcing

Less Control:

Reduced oversight of day-to-day operations.

Partner Selection:

Requires careful vetting to ensure alignment with your goals.

Potential Dependence:

Long-term reliance on external support.

When to Choose Each Approach

When to Outsource

Limited Expertise:

If your team lacks HubSpot knowledge, outsourcing provides instant access to skilled professionals.

Resource Constraints:

Small teams with limited time benefit from outsourcing to avoid overwork.

Cost Sensitivity:

Businesses aiming to minimise expenses find outsourcing more affordable.

Quick Setup Needs:

Outsourcing ensures faster implementation, ideal for urgent campaigns.

When to Manage In-House

Customised Needs:

Businesses with unique workflows may need in-house control for tailored solutions.

Data Security:

Sensitive data may require internal management for compliance.

Long-Term Investment:

Building internal expertise can be valuable for extensive, ongoing HubSpot use.

Even in these cases, a hybrid approach—outsourcing routine tasks while keeping strategic oversight in-house—can balance cost and control.

Conclusion: Making the Right Choice

In-house HubSpot management often costs more due to salaries, benefits, training, equipment, and overhead, totaling over $109,179 annually for one specialist. Outsourcing, with costs ranging from $30,000 to $120,000 for agencies or $52,000 for freelancers, is typically more cost-effective, especially for small to medium-sized businesses. While in-house management offers control and customisation, the financial burden and resource demands make outsourcing a compelling choice for most.

To decide, assess your budget, team expertise, and business needs. Start with HubSpot’s free tools to gauge your team’s capabilities, or consult a HubSpot partner to explore outsourcing options. By prioritizing cost efficiency and strategic alignment, you can leverage HubSpot to drive growth in 2025.

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