Managing Internal Pre-Work for Deals in HubSpot Starter on a Small Team

·Jan 20, 2026 02:36 PM·

Looking for some advice on managing internal 'pre-work' in HubSpot Starter. We’re a small startup team (4 people), and for high-touch deals, we need to track 10-15 internal tasks across the 4 of us before we can even get to a contract. Tracking these in the Deal activity feed is too cluttered, and our current Google Sheet is becoming a black hole. I need a way to visualize 'who is doing what' across all 20+ deals in the pipeline in one view. For those of you in small teams, what’s your setup? Is the best option a PM plug in (like Monday.com or Asana) that cleanly syncs to HubSpot or something else? Trying to keep it low-cost and high-visibility so nothing slips through the cracks.

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7 comments

· Sorted by Oldest

Cliff S.
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Yeah thats a lot of tasks to be managed in HubSpot, esp at starter. I would keep the CRM for the buyer journey, and move the ancillary task components to a PM system like you mentioned. Im a big fan of Trello and managing workflows in that regard. - also low cost.
📈1
Rohini R.
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Got it - so you wouldn't recommend syncing it to the CRM at all via a plug in?
Emmet F.
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You could try Teamwork.com too - I used to work there and they have a great integration with HubSpot
👀1
Pat H.
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Upgrade from starter or use a PM tool with a HubSpot integration
Damian O.
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Crazy idea - Have you tried plugging your Google Sheet to Gemini/Notion AI and creating an agent to give you the updates? I have not done it, but it's a legit use case for these models. If you already have it in Google Sheets, a NotebookLM or Vertex could be a good pilot
Rohini R.
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Oh I hadn't considered that - will have to take a look
Rohini R.
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Thanks!

Cliff S.
·
·
Yeah thats a lot of tasks to be managed in HubSpot, esp at starter. I would keep the CRM for the buyer journey, and move the ancillary task components to a PM system like you mentioned. Im a big fan of Trello and managing workflows in that regard. - also low cost.
📈1
Rohini R.
·
·
Got it - so you wouldn't recommend syncing it to the CRM at all via a plug in?
Emmet F.
·
·
You could try Teamwork.com too - I used to work there and they have a great integration with HubSpot
👀1
Pat H.
·
·
Upgrade from starter or use a PM tool with a HubSpot integration
Damian O.
·
·
Crazy idea - Have you tried plugging your Google Sheet to Gemini/Notion AI and creating an agent to give you the updates? I have not done it, but it's a legit use case for these models. If you already have it in Google Sheets, a NotebookLM or Vertex could be a good pilot
Rohini R.
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·
Oh I hadn't considered that - will have to take a look
Rohini R.
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·
Thanks!