What Should HubSpot Actually Replace — and What Should It Not?

If you’re using HubSpot (or thinking about it), you’ve probably asked:

“If we move to HubSpot… can we finally get rid of some of these tools?”

It’s a fair question. Most teams aren’t trying to build a massive tech stack — they’re trying to simplify one that’s gotten out of hand.

The tricky part is that HubSpot can replace a lot of tools. But trying to make it replace everything is usually where things break down.

The goal isn’t fewer tools at all costs.
The goal is fewer tools doing the wrong jobs.

What HubSpot Is Well-Suited to Replace (with Common Examples)

HubSpot shines when it replaces tools whose main job is tracking, organizing, and connecting customer activity.

For example, many teams start by managing leads and deals in spreadsheets, Notion boards, or lightweight CRMs. That works early on — until more than one person needs visibility or follow-up depends on memory. HubSpot replaces these systems well because it centralizes customer data, shows where every opportunity stands, and removes the guesswork around ownership and next steps.

HubSpot also frequently replaces standalone sales tools that don’t talk to each other. Tools like basic email tracking software, meeting schedulers, or simple sales automation platforms often become redundant once HubSpot is in place. The reason isn’t that HubSpot does each function better on its own — it’s that everything lives together. Context matters, and HubSpot is very good at preserving it.

For small or lean marketing teams, HubSpot can also replace simpler email marketing platforms, form builders, and entry-level landing page tools. When your emails, forms, and contact records are connected by default, it becomes much easier to understand what’s working and why — without exporting data or stitching together reports.

Common tools HubSpot often replaces:

• spreadsheets or shared docs used as a CRM
  
• basic CRMs
  
• standalone meeting schedulers
  
• simple email marketing tools
  
• basic form builders
  
  

What HubSpot Should Not Replace (and Why)

Where teams get into trouble is stretching HubSpot into roles it wasn’t designed for.

HubSpot should not replace accounting or finance tools like QuickBooks, Xero, Stripe, or other payment systems. Those platforms exist to handle money logic — invoicing, reconciliation, tax rules, and revenue tracking. HubSpot can reference financial data, but it’s not built to be the source of truth for it. Trying to force that role usually creates messy workarounds and unreliable reporting.

The same is true for robust project management software such as Asana, ClickUp, or Monday. HubSpot can manage projects and internal follow-ups, but it isn’t meant to run complex projects with dependencies, approvals, and timelines. Teams that try to use HubSpot this way often end up duplicating work or abandoning task tracking altogether.

Highly specialized industry tools also fall into this category. Legal case management systems, healthcare platforms, property management software, and manufacturing tools are built for very specific workflows and compliance needs. HubSpot doesn’t replace them — and it shouldn’t. Its role is to support those systems by tracking relationships, communication, and pipeline activity.

The Tools HubSpot Works Best With

This is where HubSpot really shines — not as a replacement, but as a connector.

HubSpot works extremely well alongside accounting and billing tools, where it can pass deal data, track lifecycle milestones, and provide visibility without interfering with financial processes. It pairs well with project management tools by triggering tasks, syncing status updates, or signaling handoffs without becoming the PM system itself.

It also integrates naturally with customer support platforms, scheduling tools, and data enrichment services — allowing each tool to do what it does best while HubSpot remains the central source of customer context.

Think of HubSpot less as “the tool that replaces everything” and more as the system that keeps everything aligned.

Examples of tools HubSpot works well with:

• accounting platforms
  
• project management software
  
• industry-specific systems
  

When these tools are connected thoughtfully, teams get clarity without sacrificing capability.

A More Useful Way to Decide

Instead of asking, “Can HubSpot replace this tool?” try asking:

“Is this tool solving a real need — or compensating for a messy setup?”

If the tool exists because HubSpot wasn’t configured clearly, that’s usually fixable.
If it exists because it serves a specialized or financial function, it probably belongs.

HubSpot works best when it becomes the place where customer data lives, decisions start, and next steps are clear — not when it’s expected to be every tool in your stack.

The win isn’t using fewer tools.
It’s using each tool on purpose.

Not Sure What to Keep, Replace, or Reconnect?

If you’re still unsure which tools belong in your stack — or whether HubSpot is doing the job it should be doing — this is exactly the kind of question our Tech Stack Tidy Up is meant to answer.

We will look at the tools you’re already using and how they work together today. We’ll help you spot where HubSpot can replace unnecessary tools, where it should stay in a supporting role, and where a few small changes could make everything work better together.

→ Book a Tech Stack Tidy Up Now!