Scope of Works
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Scope of Works
Exactly what we will deliver.
Everything included in your project on one page. If anything we've discussed is missing or not quite right, tell us and we'll update it before you sign.
At a glance
2 phases
Delivery approach
8 objects
HubSpot architecture
Horizon Platforms is bringing Platform Supermarket's sales and order management processes and Aftercare's service agreement management into HubSpot, creating a more connected way of working across the two businesses. The implementation will support the full journey from PSM sales and finance arrangements through to machine delivery, alongside Aftercare enquiries, service agreements, recurring billing, renewals and service-related communications. The objective is to reduce duplicate data entry, improve visibility across teams, prevent important actions from being missed and provide reliable reporting without disrupting existing finance processes.
4 controls that keep delivery within scope
- 1Forbidden will identify unsupported functionality or simpler configuration approaches during solution design and agree any material changes before implementation.
- 2Material changes to the agreed business processes or technical approach will be reviewed through change control.
- 3Obtain Marco's sign-off before deploying to the live portal.
- 4Focused discovery and requirements confirmation, capped at 3 hours.
Delivery approach
How the project runs, phase by phase.
- 1
Phase 1
Phase 1
- Capture and manage Aftercare enquiries
- Generate, send and sign service agreements
- Manage customers, machines, sites and contracts
- Track PSM deals and finance offers
- Manage essential PSM order information
- 2
Phase 2
Phase 2
- Automate Aftercare recurring billing and payment collection
- Automate LOLER/service reminders and renewals
- Run the complete PSM order-to-invoice automation
- Access the full management reporting suite
- Use advanced finance and exception workflows
Solution architecture
How your HubSpot will be structured.
The records the solution is built around, and how they connect.
CRM Platform
HubSpot
Central CRM platform for PSM sales, order management, Aftercare service agreements, recurring billing, reminders, and cross-business reporting.
Operational System
Syrinx
External hire and management software storing machine, site, booking, LOLER, service dates, advice notes, purchase orders, and invoices.
Finance System
Acumatica
External finance/ERP system for credit control, accounts receivable, nominal codes, and financial management.
Custom Object
Machines
Shared HubSpot custom object maintaining one record per physical machine between PSM and Aftercare, tracking identity, stock, sales status, ownership, user company, site, buy-back info, and read-only service dates.
Custom Object
Sites
HubSpot custom object matched to Syrinx site identifiers.
Custom Object
Finance Offers
HubSpot custom object associated with PSM deals and finance partners, recording statuses and returned finance terms.
Custom Object
Syrinx Invoices
HubSpot custom object holding invoice references, key financial information, and PDFs.
Email Integration
Microsoft 365 Shared Mailboxes
Shared mailboxes for Aftercare and accounts receivable connected to HubSpot with Outlook email logging.
Check the scope
What's included, and what isn't.
Use this to confirm the scope covers everything we've discussed.
Included
Aftercare — Contract Management and Billing
A configured Aftercare contract and billing process supporting agreement generation, signature, contract lifecycle management, invoicing, payments and the agreed finance-system handoffs.
Aftercare — Enquiry to Signed Agreement
An operational Aftercare sales pipeline connecting enquiry capture, pricing, machine information collection and signed service agreements.
Aftercare — Service Visibility, Reminders and Renewals
A connected Aftercare service-monitoring process with machine-level visibility, automated reminders, renewal communications and operational follow-up.
Shared HubSpot Data Architecture and Integration Enablement
A documented shared HubSpot data architecture, configured objects and associations, and the agreed HubSpot-side integration interfaces for Syrinx and Acumatica.
Platform Supermarket — Sales, Finance and Order Management
A configured PSM sales and order-management process connecting quotations, finance partners, advice notes, purchase orders, invoicing, machine delivery and completed sales.
Reporting and Management Visibility
A set of operational and management reports covering PSM, Aftercare and cross-business finance exceptions.
Initial Data Load and Historical Records
The agreed initial and historical records imported into HubSpot, with key fields and relationships validated.
Existing HubSpot Automation Review
Existing PSM automation reviewed and aligned with the new HubSpot implementation.
Documentation and Training
Role-based training and user guidance, supported by a maintainable HubSpot configuration record.
Solution Design, Testing and Deployment
A tested, demonstrated and approved HubSpot implementation, deployed to the live portal following client sign-off.
Project Management
Project management, ongoing alignment and administrative oversight across project delivery.
Not included
- Aftercare repairs, breakdowns and callouts, including associated callout billing.
- Booking service jobs or engineers within HubSpot.
- Redesigning the existing PSM enquiry pipeline stages.
- LT hire and fleet disposals.
- Equipment inspection before accepting a machine onto an Aftercare contract.
- Moving Back to Back monthly billing into HubSpot.
- Building or maintaining the external Syrinx and Acumatica integrations.
- Wider CRM restructuring or unrelated HubSpot optimisation outside the agreed PSM and Aftercare requirements.
Workstream detail
Everything in each workstream.
Open any workstream to see exactly what's included, what we need from you, and where it stops.
The detail
Assumptions, acceptance and change control.
Approval
Any change affecting cost, delivery dates or agreed deliverables will be discussed with you and approved before work proceeds.