Proclaim → HubSpot Enquiry tracking for a multi-office law firm
A one-way integration that puts every Proclaim enquiry into HubSpot as a tracked deal. It gives the marketing team live visibility of enquiry volume, source performance and conversion, with no middleware involved.
The challenge
A multi-office UK law firm had adopted HubSpot as its CRM, but its enquiry data lived entirely in Proclaim. Marketing had no reliable view of how many enquiries were coming in, which sources produced instructions, or why enquiries weren't converting.
Our approach
Rather than trying to sync everything at once, we scoped a focused first phase around Proclaim's Initial Contact file, the enquiry record. Working with the firm's marketing lead and HubSpot, we agreed a data dictionary, pipeline design and field mapping up front, so the build had a signed-off specification.
The integration is built natively within Proclaim using its own REST services and logic. There is no middleware and nothing extra to host or maintain.
What it does
- Every new enquiry creates a deal in a dedicated Enquiries pipeline in HubSpot, so enquiries that don't convert are counted alongside instructions.
- Contacts are matched by email, so returning clients build one history, with a new deal for each enquiry.
- Deals move automatically through New enquiry, In progress, Instructed and Not proceeding, based on the enquiry outcome recorded in Proclaim.
- Work type, office, source of work, means of contact, fee earner, quoted fee and enquiry date all flow across for reporting.
- The full enquiry outcome is kept on each deal for loss-reason analysis.
- Contact details are cleaned and standardised on the way out, including UK phone numbers converted to international format.
Built to be reliable
Nothing lost
Changes in Proclaim are queued and pushed on a scheduled sync with automatic retry, so a temporary outage never loses data.
No duplicates
Each record is checkpointed as it is created, which prevents duplicates if a sync is interrupted.
Permissions respected
Existing marketing contacts and their permissions are left untouched, and new contacts are created as non-marketing by default. We verified this before go-live.
The result
The firm can now report from HubSpot on:
- Enquiry volume
- Conversion rates by source, work type, office and fee earner
- The reasons enquiries don't proceed
What's next
With that foundation in place, the same approach can extend to full matter files and activity history.
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