Revenue analyst agent for a small industrial manufacturer on HubSpot that joins distributor sell-through, ERP orders and spec-stage pipeline

What The Revenue Analyst does

A 30-person industrial components maker sells mostly through regional distributors and a few channel partners. HubSpot tracks spec-in work with engineers and contractors, the ERP holds the real customers, ship-to accounts and invoiced orders, and a separate product database holds part numbers, spec sheets and approved-equivalent lists. Nobody joins the three, so when the owner asks "how much of last year's specified pipeline actually shipped, and through which distributor?" the ops lead spends two days in exports and still gets challenged. The Revenue Analyst works for the RevOps and operations team and leadership. It owns a maintained crosswalk between HubSpot companies, ERP customer and ship-to IDs, distributor accounts and part numbers. It answers ad hoc questions in Slack or Teams with the query and sources attached, and it produces the Monday executive digest. It reads data and does not write orders, prices or ERP records. Where a mapping is uncertain, it flags the mapping for a person to confirm.

Built on HubSpot

HubSpot is where specifiers, projects, and sales activity live, and Breeze is useful for summarizing deals and contact history inside the CRM. However, the questions this team asks depend on ERP orders, distributor sell-through, and part-level product data that HubSpot does not hold and should not be forced to hold. A custom AI build fits better. Read-only MCP connectors over a small staged warehouse let one agent join all three systems with governed SQL, while n8n handles the nightly loads and file ingestion. HubSpot stays the front end for sales: pull-through results are written back as deal properties, and Breeze can surface them to reps. Databox is optional if leadership also wants a standing visual dashboard alongside the digest.

What starts it

• Monday 6:00 a.m. schedule kicks off the weekly executive digest after the ERP nightly sync completes
• A team member asks a question in the shared revenue channel or in HubSpot's assistant panel
• A HubSpot deal moves to Specified, Approved Equal, or Closed Lost, which prompts a lookup for matching distributor orders in the ERP
• The nightly ERP sync finds new customer or ship-to records that do not map to a HubSpot company
• Month-end close in the ERP is marked complete, which triggers a refresh of booked and invoiced revenue by channel

What it reads

• HubSpot CRM: companies, contacts (engineers, specifiers, contractors), deals with spec stage, project name, and the distributor of record
• ERP sales orders, invoices, and customer and ship-to master, read through a read-only database user or reporting API exposed as an MCP server
• Product database: part numbers, product families, spec sheet versions, and approved-equivalent and competitor cross-reference lists
• Distributor point-of-sale or sell-through reports (monthly CSV or EDI 867 files) landed in a shared folder or small warehouse
• A crosswalk table in Airtable or the warehouse that maps HubSpot company IDs, ERP customer IDs, distributor branches, and project names
• A metric definitions file covering terms like booked, shipped, invoiced, spec win, and pull-through, versioned and owned by RevOps

When a person takes over

• Crosswalk review: the ops lead confirms or rejects low-confidence matches between ERP ship-tos, distributor end-customer names and HubSpot projects, because a wrong match inflates pull-through for the wrong sales rep or distributor.
• Reconciliation failures: if digest revenue does not tie to the ERP close report within tolerance, the controller or finance owner decides whether the issue is a timing difference or a data error before the numbers go to leadership.
• Distributor-sensitive questions: any request about a specific distributor's margins, rebates, or performance ranking goes to the channel manager before it is shared outside leadership, because these figures affect partner negotiations.
• New metric definitions: when someone asks for a measure that is not in the definitions file (for example a new way to credit spec influence), the agent drafts a definition and RevOps approves it before the agent uses it.

Rules it follows

• Read-only access everywhere. The agent cannot create, edit, or delete ERP orders, prices, customer records, or HubSpot deals, except for the specific pull-through properties it is allowed to write.
• The ERP is the system of record for customers, orders, and revenue. When HubSpot and the ERP disagree, the agent reports the ERP figure and names the discrepancy instead of averaging or choosing quietly.
• Channel attribution rule: revenue from an order is credited to the distributor of record on the invoice. Spec influence is reported as a separate measure and is never added on top of distributor revenue, so the same order is not counted twice.
• Distributor pricing, rebate, and POS data is confidential to each partner. The agent never shows one distributor's data in a view, export, or message that another distributor or an external rep could see.
• Every answer states its time window, definition, source systems, and how many records were excluded as unmatched. If no governed definition exists, the agent says so and does not improvise one.

How you know it works

• Hours per week the ops team spends on manual exports and spreadsheet joins, measured before and after launch
• Share of ERP invoiced revenue mapped to a HubSpot company and, where relevant, a specified project
• Weekly digest variance against the ERP's own invoiced revenue report
• Time from a leadership question to a sourced answer
• Number of specified projects with tracked pull-through orders, compared with those still showing no matched orders

From pilot to live

1. Pilot: one product family, one regionStage the ERP, product database, and HubSpot for a single product family and the two or three largest distributors. Build the first crosswalk with the ops lead and lock definitions for booked, invoiced, and spec win. Run the digest in parallel with the existing manual report for four weeks and compare the results line by line.
2. Expand: all channels and pull-through trackingAdd the remaining distributors and channel partners, load POS files, and switch on spec-to-order pull-through for every open specified deal. Move question answering into the shared channel for the full RevOps and sales leadership group, and retire the manual report once variance stays within tolerance.
3. Run and maintainOngoing ownership covers ERP schema changes after updates, new distributor file formats, crosswalk review queue upkeep, definition changes, and monthly accuracy checks against close. A short monthly review with RevOps covers unanswered questions and new metrics to add.