Know which owners and project types actually win you work
We set up HubSpot to track RFPs, prequalification and owner relationships, then connect it to Procore and your accounting system. Estimators keep their tools, and you finally see your win rate by project type and owner.
Free, 30 minutes, and you'll leave with at least one clear next step.
What does a general contractor's sales process look like?
Most GCs don't have a sales funnel the way a software company does. Work comes from a short list of owners, developers, architects and public agencies. Some send an RFP. Some want a prequalification package first. A few call your president directly because you built their last building.
Once a job is won, it lives in Procore or another project tool, and the money lives in accounting. Those systems are good at what they do. The gap is everything before the contract and everything between projects. That part usually sits in a bid spreadsheet, a shared inbox and the memory of two or three senior people.
What general contractors lose track of
Presidents, chief estimators and business development leads bring these up the most.
Prequalification lapses quietly
An owner's prequal expires, it doesn't get renewed, and you find out when the next RFP goes to everyone else.
RFP due dates sit in one inbox
Walkthroughs, question deadlines and due dates live in whoever opened the email first.
Win rate is a gut feeling
You think you win more health care work than retail. But you can't show it by project type, delivery method or owner.
Business development stops when the job starts
Your best relationship people get pulled onto the project, and the next owner doesn't get a call for a year.
Before the award and after it
We put the pursuit side in HubSpot and leave the project side where it already works.
Before award, in HubSpot
- Owners, developers, architects and the people at each one
- RFPs, invitations and walkthrough dates
- Prequalification status and renewal dates
- Go or no-go calls, interviews and win or loss reasons
- Follow-up with past clients between projects
After award, in Procore and accounting
- Drawings, specs, RFIs and submittals
- Subcontractor bids and buyout
- Change orders, budgets and schedules
- Pay applications and retainage
- Job cost
How do you measure win rate by project type?
Tag every pursuit with a few facts when it comes in, such as project type, delivery method, owner type, rough size and who leads it. Delivery method matters most for GCs, because hard bid, negotiated, design-build and CM at risk work behave very differently.
After two or three quarters, HubSpot can show you where you win and where you only spend estimating hours. You might learn that negotiated work with repeat owners closes at a far better rate than public hard bids, or that one architect's projects never come your way. That is the kind of fact that changes which RFPs you answer.
Do change orders matter to business development?
Change orders belong in Procore, and we leave them there. What business development needs is the result. When a project closes out, we bring the final contract value back to the HubSpot deal next to the original award.
Now your reports show what each owner was really worth, and which project types grow after award. An owner who looks small at bid time can turn out to be one of your best clients once the changes are counted.
What we set up for a GC
A pursuit pipeline
RFP received, go or no-go, prequal submitted, proposal sent, shortlist and interview, then awarded or lost with a reason.
HubSpotA prequalification tracker
Each owner's prequal status and renewal date, with a task to the right person well before it lapses.
WorkflowsOwner account plans
Each owner gets a named relationship lead and a contact rhythm you set. Past projects and referrals sit on the owner's record.
A handoff into Procore
A won pursuit opens the project with the owner, address and contract value already filled in.
HubSpot and ProcoreWin rate dashboards
Hit rate by project type, delivery method, owner and estimator, plus final value against original award.
Reporting and dashboardsIs this a fit for your firm?
We do our best work with GCs that look like this.
- You have more than one estimator or project executive chasing work.
- You run Procore or another project tool, plus a separate accounting system.
- Most of your work comes from repeat owners, negotiated deals or invited bids.
- You tried a CRM before and the team stopped using it.
What we've done, and what we haven't
No general contractor has a published case study with us yet, so we won't pretend otherwise. Our nearest work is a set of system connections for Photon Brothers, a Colorado solar installer. Our HubSpot Procore integration page shows how we'd scope the same kind of handoff for a GC, field by field.
If you'd rather see where your own process loses time first, our Friction Point Analysis starts by following three recent pursuits from RFP to closeout. That initial analysis is paid and takes 2 to 4 weeks, and its fee is credited toward work started within 60 days.
General contractors questions
Can HubSpot track prequalification renewals?
Yes. Each owner's record holds its prequal status and expiry date, and a workflow creates a renewal task for the right person ahead of time.
Should a GC log hard-bid public work in a CRM?
Yes, even briefly. Logging it with a loss reason is how you learn whether public hard bids are worth the estimating hours.
How do we keep business development going while our people run jobs?
Give each owner a named relationship lead and a contact rhythm. HubSpot flags owners who are overdue for a call, so the gap shows up while the job is still running.
Do change orders belong in HubSpot?
No. They stay in Procore. We bring only the final contract value back to HubSpot so reports show what each client was really worth.
Can HubSpot tell us which architects send us work?
Yes. Link the architect to each pursuit and HubSpot reports invitations and wins by architect, the same way it does by owner.
What pursuit stages should a general contractor use?
A common start is RFP received, go or no-go, prequal, proposal, shortlist and interview, then awarded or lost. We adjust it to how your firm actually pursues work.
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Bring your last three pursuits
One you won, one you lost and one you passed on. We'll show you what HubSpot would have told you about each.