Pick the result you need. We will build the plan around it.
Most engagements begin with a fixed-scope audit, then move onto a monthly retainer that works the backlog it surfaces. Transparent pricing, senior hours, and the operator doing the work on every call.
HubSpot Data Foundation Audit
Know exactly what is broken in your portal, what it is costing you, and what to fix first.
$3,500-$5,000 fixed scope, delivered in 10-12 business days
A structured inspection of the data layer your reporting and automation depend on: property hygiene, lifecycle stage integrity, deduplication state, association completeness, workflow dependencies, integration health, and data completeness scoring. You receive a 20-25 page findings report, a prioritized remediation backlog, and a 60-minute debrief call.
Risk reversal. 50% of the audit fee is credited toward your first 60 days of retainer if you continue. The audit's backlog becomes the first sprint, so there is no ramp-up or handoff.
Start here
Not sure which plan fits? Start with the Data Foundation Audit.
The audit is a fixed-scope, bounded engagement. It tells you exactly what is broken in your HubSpot data layer, what it is costing you, and what to fix first. No open-ended statement of work. No retainer commitment before you know the scope.
Once the audit is done, you have a prioritized backlog. If you continue to a retainer, 50% of the audit fee is credited toward your first 60 days, and the backlog becomes the first sprint. There is no ramp-up or handoff because the same team already knows your system.
Schedule a demo See what the audit covers
Month-to-month flexibility after the 3-month minimum. Documented ownership of everything built. You are never locked into a system only we understand.
Three ways to run RevOps with us
Each tier buys an outcome first; the hours and scope are how we deliver it. Most companies belong on Operating.
Foundation
Reporting your team can finally trust.
$3,500 /month
Small businesses and lean teams that have outgrown ad-hoc help but are not ready for a full RevOps function. Best entered after an audit, so the work starts on a known data state.
What is included
- 35 hours/month of execution-level HubSpot work
- Property and list hygiene, basic automation upkeep, monthly reporting
- 3-4 hours of founder-level review on top
- A monthly report of what changed and why
Hours are scoped monthly and do not roll over. 3-month minimum.
3-month minimum, then month-to-month. Documented ownership of everything built. No lock-in.
Most popular
Operating
A RevOps function without the headcount.
$6,500 /month
Mid-market companies that need strategy and execution every month: someone owning the backlog, building the automation, and keeping reporting honest. This is where most clients belong.
What is included
- 70 hours/month: 20 hours founder-level strategy and architecture, 50 hours implementation, data work, and reporting
- Full HubSpot management and a monthly improvement sprint
- Direct line to the operator doing the work, not an account manager
- Documentation as we build, so nothing depends on one person
Overages billed at $85/hr. Hours do not roll over. 3-month minimum.
3-month minimum, then month-to-month. Documented ownership of everything built. No lock-in.
Scale
Team depth a single fractional hire cannot match.
$11,000 /month
Companies replacing or supplementing an in-house RevOps function, or running active build work alongside daily operations. Founder plus two operators, so capacity does not bottleneck on one person.
What is included
- 120 hours/month: 35 hours founder-level planning, 85 hours execution across two operators
- Full HubSpot management plus data-engineering support
- Active project delivery (migrations, integrations, warehouse work) in parallel with ongoing ops
- Documented architecture and runbooks you own outright
Overages billed at $85/hr blended. Hours do not roll over. 3-month minimum.
3-month minimum, then month-to-month. Documented ownership of everything built. No lock-in.
What you are choosing between
The real comparison is not between agencies. It is between the types of engagement. A full-time in-house hire costs $155,000-$310,000 per year all-in and takes 6-12 months to close. A solo freelancer carries single- point-of-failure risk with no team coverage. A one-time project agency hands off and leaves. The Operating tier gives you a team, a documented system, and ongoing ownership at a fraction of the in-house cost.
| Option | Monthly cost | Hours/month | Effective $/hr | What you get |
|---|---|---|---|---|
| Capstan Works (Operating) | $6,500 | 70 hrs/mo | ~$93/hr | Founder-level strategy + implementation operators |
| Full-time in-house RevOps hire | ~$12,900-25,800/mo | 160 hrs/mo | ~$80-161/hr all-in | One person; 6-12 month hire cycle; succession risk |
| Solo freelancer (fractional) | ~$5,000-10,000/mo | Hours vary widely | $100-250/hr | Single point of failure; no team coverage |
| One-time project agency | $35,000-150,000 (one-time) | Project-scoped | n/a | No ongoing ownership; drift returns after handoff |
In-house hire figures reflect $115,000-$220,000 base salary plus 35-45% overhead (benefits, payroll taxes, equipment, management cost). Freelancer range reflects fractional RevOps market rates. One-time project range reflects typical data-engineering-grade scopes from published market rates. Capstan figures are published on this page.
What you get in the first 30 days
No slow ramp. The audit backlog means work starts in week one.
- A working session to confirm priorities and the reports the data feeds.
- Read/write access mapped: which workflows touch which properties, documented.
- The first sprint pulled straight from the audit backlog and underway.
- A shared backlog you can see, ranked by impact and effort.
- A standing cadence: where work happens and how progress is reported.
What the work looks like
Named references and logos are published only with written client permission. Until then, the engagements below are real, anonymized by sector. Full write-ups are linked from each card.
B2B SaaS
Problem189 active workflows the operating team could no longer fully explain, with multiple automations writing the same lifecycle stage field.
ApproachInventoried every workflow, built a property write map to surface conflicts, and produced a kill list of orphaned automations with no current owner.
OutcomeA documented, single-owner-per-workflow estate and a quarterly governance cadence to prevent sprawl from returning.
Professional services
ProblemA CRM migration at risk of orphaned records and fragmented activity history from duplicate contacts across 11,800 records.
ApproachSequenced loads in dependency order, treated deduplication as a planned phase with a survivorship rule, and checkpointed after every phase for recoverability.
OutcomeA recoverable migration where activity history consolidated onto surviving records rather than splitting across duplicates.
B2B services
ProblemQuarter-over-quarter conversion swings that turned out to be definition changes, not performance changes, because lifecycle stage meanings had drifted.
ApproachAudited the value-to-label mapping, reconstructed stage transition history, and built a translation layer so legacy values reported forward correctly.
OutcomeFunnel conversion reports that compare like populations and a written definition per stage to prevent re-drift.
The operating model behind the price
High-ticket work requires more than a proposal. These are the structural commitments in how we operate, each one backed by documentation you can inspect before you sign.
Documented ownership of the work
Every workflow ships with a clear name, a stated purpose, a write map of the properties it modifies, and a notation of what triggers it and why. You own that documentation when the engagement ends.
No single-person dependency
The Operating and Scale tiers put two or three operators on the work. Documented architecture and runbooks mean the system does not depend on one person's memory.
Inspectable, versioned logic
We treat HubSpot the way a data engineer treats a pipeline: every property, stage definition, association rule, and workflow dependency is a claim that needs to be verified against the data. Nothing ships without a measurable output.
Fixed-scope audit with retainer credit
The entry offer is a bounded inspection, not an open-ended statement of work. 50% of the audit fee is credited toward the first 60 days of retainer if you continue, so the risk is capped before any retainer dollars are committed.
Read more in How we operate and in the field notes.
Before you book
Do I have to start with the audit?
Which tier is right for me?
How does Capstan compare to other RevOps agencies on price?
What happens in the first 30 days of a retainer?
Do unused hours roll over, and how are overages handled?
Is there a minimum commitment?
3-month minimum, then month-to-month. No lock-in. You own the documentation and the architecture when the engagement ends.