SpecSavi provides outsourced Salesforce and HubSpot admin for B2B SaaS teams: a monthly admin retainer, or hours as you need them, worked in your own CRM. Each request goes to the right person on one team: a systems admin at $120 an hour, an ops specialist at $140, or a GTM engineer at $165 for integrations. A monthly retainer starts at $2,500. Every change is logged, and everything stays in your instance under your licences. The first 30-minute review is free.
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What does an outsourced Salesforce or HubSpot admin do?
The day-to-day work that keeps the CRM trustworthy, and the requests that pile up when nobody owns it. In your instance, under your licences.
In Salesforce
- Users, profiles, permission sets and the role hierarchy, including joiners and leavers.
- Fields, picklists, page layouts, Lightning record pages and validation rules.
- Record-triggered Flows: fixing the ones that misfire, and building new ones.
- Lead and opportunity assignment rules, queues and territories.
- Reports and dashboards, and the report types behind them.
- Imports, deduplication and bulk updates.
- The three seasonal releases, checked in a sandbox before they reach your users.
- Connected apps and integrations: sync errors, field mappings and integration users.
In HubSpot
- Users, teams, seats and permissions, and a seat review before each renewal.
- Properties, pipelines, deal stages and lifecycle stages.
- Workflows: fixing the ones that fire on the wrong records, and building new ones.
- Lead rotation and owner assignment.
- Forms, lists and segments.
- Reports and dashboards.
- Imports, duplicate management and property cleanup.
- Integration upkeep, including the HubSpot and Salesforce sync.
Before a renewal, our guide to cutting CRM and GTM tool costs shows how a seat and edition review works.
What can a part-time admin pick up first, and what needs a project?
Once we have access, jobs with a clear finish line need no discovery phase:
- A routing or assignment rule that sends leads to the wrong owner.
- A report or dashboard leadership keeps asking for.
- Fields nobody uses, and picklists with five spellings of the same value.
- A sync error between the CRM and another tool.
- New users, leavers and permission changes.
Work that changes how the CRM is designed, such as a new pipeline model, a rebuild or a migration, is better scoped as a project: see CRM implementation and CRM migration. If your ops lead already has the design, we build to it.
How does a managed Salesforce or HubSpot admin retainer work?
1. You send the request
By email or Slack, from the people you allow to raise requests. If you have an ops lead, they set the order.
2. We scope it
Small changes go straight into the queue. For anything larger, we reply first with what will change, who will do it and the hours it should take, and wait for your go-ahead.
3. We do it
Changes are built and tested in a sandbox where your edition has one, then moved to production. Routing, automation and permission changes are tested before they go live.
4. We log it
Every change goes in a change log in your workspace: what changed, why, who made it and when. Each month you see the hours used by role and what is next in the queue.
Why a team instead of one fractional Salesforce admin?
- A bench, not one person. Admin, ops specialist, GTM engineer and senior lead hours come from one rate card, so a routing fix, an integration and a forecast question each go to the right person.
- Works to your design. Briefed by you or your ops lead, in your system, on your roadmap. We do not sell you a strategy project to get to the admin work.
- No gap when someone is away. Holidays, sick days and notice periods do not stop the queue.
- AI takes the repetitive checks. If you run our AI ops monitor, an agent checks fields and processes on every record and flags what slipped, so paid hours go to fixing rather than hunting.
Admin, consultant or RevOps lead: which do you need?
Each answers a different problem, and the wrong one costs money without fixing the problem you have.
| Option | Choose it when | What it will not do |
|---|---|---|
| Outsourced admin (this page) | You know what needs doing in the CRM and lack the hands to do it | Decide your roadmap for you |
| Single freelance admin | The tasks are routine and one skill set covers them | Cover holidays or leave, or bring skills beyond one person's |
| Consultant or project | Something needs designing or rebuilding: an implementation, a migration or a new routing model | Look after the system once the project ends, unless you add ongoing help |
| RevOps lead: fractional or RevOps as a Service | Nobody owns the roadmap, the forecast or the definitions sales and marketing argue about | A fractional lead alone spends their hours on decisions, not on admin tickets |
| Full-time admin hire | You need 40 hours a week of admin for the foreseeable future and can wait for the hire | Cover leave, or bring skills beyond one person's |
For the wider choice, with the trade-offs of each, see our comparison of agency, freelancer or full-time hire.
How is this different from RevOps as a Service?
Both are priced from the same rate card and start at the same monthly minimum, $2,500, so the difference is not the price. It is who decides what gets built.
- Outsourced admin is capacity under your direction. You or your ops lead set the priorities; we do the work in your CRM and log it. Choose it when you know what needs doing.
- RevOps as a Service is a managed team that also owns the roadmap: it proposes what to fix next, runs the reporting cadence and keeps sales, marketing and CS working from the same numbers. Choose it when nobody internal has the time to set direction.
Both bill hours by role, so you can start with admin hours and add roadmap ownership later, or the reverse.
What does outsourced Salesforce or HubSpot admin cost?
Admin is billed as hours by role at our published rates, so you pay admin rates for admin work and engineer rates only when a job needs an engineer.
| Role | Typical admin work | Rate |
|---|---|---|
| Systems admin | Users and permissions, fields and layouts, reports, imports and routine automation | $120 an hour |
| Ops specialist | Routing and process changes, lifecycle and pipeline rules, analysis and reporting | $140 an hour |
| GTM engineer | Integrations, sync errors, Clay and n8n workflows, custom code | $165 an hour |
| Senior RevOps lead | Only when a change needs an architecture or forecasting decision | $200 an hour |
- An ongoing admin retainer starts at $2,500 a month, as a mix of hours by role that can be scaled up or down.
- Ongoing support runs for three months minimum, then ends with 30 days' notice from either side.
- A one-off piece of work, such as a cleanup or a batch of fixes, is quoted as hours by role and fixed in writing before it starts.
- Software licences, paid data and taxes are not included. Prices are in US dollars.
You will find cheaper single admins. What the rate buys is a team, documented work and no gap when someone is away. The estimator on our pricing page shows what a mix of hours costs.
Bring your queue to a free 30-minute review and we will size the hours with you.
Book a free review Build an estimateWhat do you own?
- Admin ownership of your own instance, under your licences. We work inside your CRM, not a wrapper around it.
- The change log, and written notes on fields, automation and routing as they change.
- No proprietary middleware you have to keep paying for to read your own data.
If you later hire an admin, they inherit a documented system. If your admin leaves first, interim cover holds the seat. More on what to ask any partner in what you own when the agency leaves.
When outsourced admin fits, and when it does not
It fits when
- Nobody owns the CRM: a COO, founder, or sales or marketing leader is doing admin between other jobs.
- You have an ops lead with a clear roadmap and a build queue longer than the team.
- An admin seat is open and the queue keeps growing while you hire.
It does not fit when
- You need 40 hours a week of admin for years. Hire, and use outside help for leave and larger builds.
- Nobody internal can set priorities or grant access. Look at RevOps as a Service or a fractional head of RevOps instead.
- You want the lowest possible hourly rate. A single offshore freelancer will cost less per hour.
Frequently Asked Questions
Do you work in both Salesforce and HubSpot?
Yes. They are the two CRMs we work in most, and plenty of SaaS teams run both, so the same team can also look after the sync between them. Salesforce admin leans on Flow, permissions and release testing; HubSpot admin on workflows, properties and seat management.
Is this one admin or a team?
A team. You get one point of contact who knows your instance, and each request goes to whoever fits it: a systems admin for configuration and data, an ops specialist for process and reporting, or a GTM engineer for integrations. Nobody is a single point of failure when someone is on leave.
How many admin hours a month do we need?
It depends on your queue, not your headcount. We size it with you in the free 30-minute review from the work already waiting, and the retainer can be scaled up or down as the queue changes. If you need someone full time for years, hiring is usually the better answer.
Will you work with our ops lead or in-house admin?
Yes. Your ops lead keeps the roadmap and the design decisions. We take the build queue, work in your system, and log every change so your team can see and review it.
What if our admin is leaving or going on leave?
If the seat is empty for a fixed period, interim cover is built for that: we hold the seat, keep the system running and hand it back documented. If you decide not to rehire, admin hours can carry on from there.
Which countries do you work in?
We are based in Toronto and work with B2B teams in the United States, Canada, the United Kingdom, Ireland, Australia, New Zealand, Singapore, India, South Africa and Jamaica. Our team works across Canada and India, which gives most North American and UK teams a working overlap for live calls rather than an overnight queue. Prices are in US dollars.
How do we start?
With the free 30-minute review. We look at your CRM and your queue with you and say what to do first. If several things are wrong at once and you need them ranked, the next step is the two-week assessment: a HubSpot portal audit or Salesforce org health check that ends in a prioritised fix list. We can work through it for you, or you can hand it to your own team.
A queue of CRM work and nobody to do it?
Book a free 30-minute review. We look at the queue with you, say what an admin can start on and what needs a project, and size the hours.
Take the RevOps Health Check Book a Free Review