Bald Cypress Builders: 2025 Marketing Proposal

Introduction

Amelia and Matt,

I’m excited about the opportunity to help optimize your HubSpot account, organize your contact database, refine your email sequences, and streamline backend systems to support Bald Cypress Builders. Our primary goals include building out your Marketing Hub through Lists, Forms, and Properties; cleaning up the existing contacts and linking new contacts to deals; and preparing external lead lists for import so we can begin segmenting contacts for future email marketing efforts. Additionally, we’ll create a blog planner and establish a posting process to support a new foundational SEO strategy, paired with on-page adjustments across the site. Lastly, this will position us to consider paid social ads later this fall and early winter.

I’m confident that the offerings outlined below represent a cost-effective and strategic approach to transforming your HubSpot account into an organized backend engine—and eventually, a powerful tool for your front-end marketing. I’m passionate about HubSpot—it’s where my skill set thrives. My focus will be on positioning it as the central nervous system of your business, allowing you to prioritize what matters most: your customers.

Let’s get down to brass tacks.

Needs and Solutions

We will focus on the following key areas:

1. HubSpot Marketing Hub Optimization
2. HubSpot Sales Hub Optimization
3. Contact Scrubbing and Segment Creation
4. Blog Planner Creation and Foundation SEO
5. Paid Social Ads

Below, I have outlined how each key area will be implemented and function. 

Deliverables

• HubSpot Marketing Hub Optimization: We’ll optimize your HubSpot Marketing Hub with clean contact organization, custom Lists, improved website Forms to help conversion, and streamlined data structures so your team can seamlessly move around. This ensures your future marketing efforts are backed by accurate segmentation in the account.

  • How can this scale as we grow? By starting with a clean and well-organized CRM structure, we’re building a system that’s easy to navigate and reliable for Amelia. As your contact list and client activity grow, HubSpot will serve as a central, searchable hub for all client interactions—making it simple to find, manage, and act on the information that matters most.

• HubSpot Sales Hub Optimization: We’ll improve your current setup of the Sales Hub pipeline, define key deal stages, and create rules to streamline lead handoff and follow-ups amongst the team. This includes connecting Contacts and Companies to Deals and configuring task reminders.

  • How can this scale as we grow? As your sales volume increases, we can evolve your pipelines as needed, build additional automation for different service lines, and integrate third-party tools like e-signature platforms or calling software. HubSpot scales easily with your sales team, making it easier to manage a growing client base.

• Contact Scrubbing and Segment Creation: Most importantly, we will audit, clean, and organize your contact data before importing it into HubSpot. This includes de-duplication, proper tagging, and segmentation by industry, geography, or purchase history. Clean data ensures stronger performance across both marketing and sales efforts.

  • How can this scale as we grow? As your database expands, we can refine segmentation even further—targeting users based on lifecycle stage, engagement, or email interaction. This enables smarter, more personalized communication at scale.

• Blog Planner Creation and Foundation SEO: We’ll create a blog planner and develop branded email templates for announcements, campaigns, and promotions. This gives your team a clear, repeatable process for publishing content and communicating with your audience consistently.

  • How can this scale as we grow? A consistent content plan supports long-term SEO growth, while reusable email templates allow your team to stay agile with seasonal promotions, new product launches, and educational campaigns—all while maintaining brand consistency.

• Paid Social Ads: The final deliverable—after completing our foundational system cleanup—is the strategic launch of a small, localized advertising campaign. We’ll begin with a branded, recurring ad on Instagram and Facebook, designed to reach our newly refined ideal customer profile. This audience will be shaped by the contact segmentation and data cleanup completed in the prior months.

  • How can this scale as we grow? Starting small allows us to validate messaging, creative, and targeting based on real data. From there, we’ll be positioned to scale both budget and platform diversity—eventually incorporating Google Ads focused on high-intent, service-based keywords.

Retainer Cost

HubSpot Optimization + Strategic Maintenance

• From July through September, we will focus on the heavy-lift Optimization deliverables: HubSpot Marketing Hub Optimization, HubSpot Sales Hub Optimization, and Contact Scrubbing and Segment Creation.

• In October and November will shift to the Strategic Maintenance phase, which includes Blog Template Creation, foundational SEO, and eventually Paid Social Ads. A portion of the $1,510 monthly retainer will be allocated to Paid Social Ads once the first four deliverables are complete. The estimated launch for a branded, recurring ad on Instagram and Facebook is December 2025—small, targeted, and intentional, based on data collected during the fall.

• This retainer also includes ongoing maintenance, optimization, strategic support for scaling systems, continued buildout and refinement of segmentation, list growth, and evolving sales and marketing priorities using HubSpot tools.

• Following project completion, Wild Rover’s goal is to propose a 2026 partnership to continue supporting the refinement, optimization, and scaling of your HubSpot systems as your business grows.

$1,510 per month

(July 1 through November 30, 2025)

$7,550 total

Account Audit

• Properties: After reviewing your current Contacts and Deals in HubSpot, we see an opportunity to make things more refined and actionable. We recommend expanding your data structure to include fields like project type, estimated budget, project description, neighborhood, and more. The more detailed information we gather—especially through optimized contact forms—the greater our ability to identify trends, focus your efforts, and ultimately guide where to invest ad dollars later on.

• Forms: Once we finalize the additional properties we want to track, the next step is updating the contact forms on your site. Every incoming lead should submit a near-uniform set of data, allowing us to quickly assess lead quality (low vs. high value) and determine the appropriate response—whether that's an automated email or an immediate follow-up call. The goal is to create a clean, consistent funnel that serves as both a filter and a source of insight, giving you clearer visibility into your pipeline.

• Contacts: After the new properties are created, the incoming forms are adjusted, and new contacts are submitted in a uniform format, we’ll begin scrubbing existing contact data that currently lives outside of HubSpot. Our goal is to make HubSpot the central nervous system of your business—enabling more informed, data-driven decisions. Importing clean, historical customer data is a critical step in building that foundation.

• Deals: The Deals Pipeline is moving in the right direction, but we recommend consolidating some of the stages, enriching each Deal with more Contact and Company information, and using the pipeline consistently for every project that comes through. Ideally, this becomes the central place where Amelia focuses her backend efforts—ensuring the data is always accurate and giving the team a real-time view of active opportunities and revenue potential.

• Emails: Lastly, our automated response and follow-up emails need to be more engaging and actionable. You have great branding and strong visuals—let’s put them to work. These emails should clearly guide the recipient by telling them what to do next or what to expect. Time is money, and we need to eliminate downtime between when a lead reaches out and when they receive a response. A tighter, more directive email sequence will improve both conversion and client experience.

Client Responsibilities

• Provide access to any existing marketing assets, platforms, and logins (e.g., HubSpot, domain registrar, Instagram, Facebook, etc.)

• Supply branded assets, including photos, video content, logos, and graphics for use across HubSpot's emails and site pages

• Share internal data, brand guidelines, leads lists and insights, and any existing research or customer personas

• Review and approve all key messaging, email templates, ad copy in a timely manner

• Collaborate on service information, pricing, and promotional calendars to ensure alignment across channels

Seeing Results

"My portfolio of companies has been working with Ryan and Wild Rover for over a decade. His skills utilize best in class technology and their team is surgical with market segmentation. This guy really knows how to rip it. Do your company a favor and let the growth begin." - Colin Ambler, CEO of TeamCare Dental

"Since I started working with them, Ryan and his team have been attentive, responsive, and always willing to go above and beyond. I have never had to wait long for a response or worry about being left in the dark. Wild Rover is a company that truly understands the value of attention to detail and the importance of delivering exceptional results. In addition to their outstanding customer service, the quality of their work is top-notch. Whether designing a new website on HubSpot, creating landing pages, or creating a marketing campaign, Wild Rover consistently delivers high-quality work." - Tim Brauning, CEO of Vital Growth Digital

Timeline

• Step 1: Please take your time reviewing the proposal and provide any feedback.

• Step 2: Schedule a meeting to discuss the proposal and talk through any revisions or additions. Schedule that meeting here!

• Step 3: The proposed start and billing date will be Tuesday, July 1, 2025.

Looking forward to helping Bald Cypress Builders close the year with clean data, smart automation, and scalable systems in place!