TillyGen and HubSpot

What this is about

HubSpot is the CRM of many studios and agencies: contacts, companies, deals moving through pipeline stages, mails logged against records. The dangerous moment is the handoff — sales closes a video deal, and what was promised must become what gets produced. The workflow anchors that handoff on the deal record: the brief that sales collected feeds TillyGen, the resulting plan returns as a PDF attached to the deal, and the delivery dates in the CRM quote the schedule instead of a salesperson's optimism. Later, when the client returns for the next film, the record still holds what was planned and delivered last time.

An integration is good when nobody talks about it any more: the data is where it is needed and nobody exports anything.

What runs differently here

In planning terms, that means:

• The deal record carries the planning PDF as an attachment, so account and production read the same commitment
• Delivery dates entered in HubSpot descend from the TillyGen schedule — sales stops promising dates the plan cannot hold
• Via the TillyGen API and an automation layer, a deal reaching 'won' can trigger the planning kickoff notification
• Repeat clients start from history: last production's plan attached to the old deal shortens the next briefing

Step by step

This order gets you there fastest:

1. Structure the deal's discovery notes as briefing input — what sales learns about goals, audience and budget is planning raw material.
2. On close, open the production in TillyGen from that briefing and plan until schedule and delivery dates are defensible.
3. Attach the exported plan PDF to the deal record and correct the CRM's delivery dates to match the schedule.
4. Keep the record honest through production: milestone PDFs replace their predecessors, and date changes update the deal the same day.
5. At delivery, close the loop — final plan and delivered assets referenced on the record, ready for the renewal conversation.

Common pitfalls

What most often goes wrong in practice:

• Sales promises a delivery date in the CRM that no schedule ever confirmed — production inherits a deadline it never agreed to
• The handoff happens in a call with no artifact: three weeks later, sales and production remember two different films

With TillyGen

HubSpot owns the client relationship; TillyGen owns what gets produced within it. The attached plan PDF is the treaty between the two — and every date the CRM shows traces back to the schedule.

Change one constraint and the consequences travel through the whole plan: affected shots are flagged, the call sheet is regenerated, and nobody keeps working from yesterday's version.