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HubSpot isn’t perfect. There—I said it.
For all its powerful features, automation tools, and CRM capabilities, HubSpot has some frustrating limitations that can catch businesses off guard. From unexpected costs to missing features, it’s not always as seamless as it seems.
But here’s the thing: every software has its flaws. The key to making the most of HubSpot is understanding its common problems before they slow you down—and knowing the best ways to work around them.
By the end of this article, you’ll have a clear picture of where HubSpot struggles, and how to get the best results from the platform—without running into unexpected headaches.
- The Most Common Problems with HubSpot
- Marketing Contacts vs. Non-Marketing Contacts
- Limited SMS Functionality
- Contract Limitations
- Lack of Certain Features
- Missing Object Flexibility
- Clunky Workflows in Some Areas
- Workarounds and Solutions for These Problems
- Is HubSpot Still Worth It Despite These Challenges?
The Most Common Problems with HubSpot
HubSpot is a powerful tool, but it’s not without its challenges. Many businesses run into limitations that impact their workflows, automation, and costs.
Below are the most common problems users face—and why they happen.
1. Marketing Contacts vs. Non-Marketing Contacts: Unexpected Costs
Many new HubSpot users are caught off guard by how marketing contacts are managed.
For example, in HubSpot, you could have 10,000 contacts, but your business might only be using marketing to focus on 1,000 of those contacts. This would mean you have 1,000 marketing contacts and 9,000 non-marketing contacts. And HubSpot only charges you for your marketing contacts.
While HubSpot charges only for contacts marked as “marketing” instead of the total number in your database, there’s a catch: once a contact is upgraded to marketing status, you can’t downgrade them.
This creates a risk of paying for thousands of contacts that are no longer relevant or usable. For example, HubSpot doesn’t automatically stop charging for contacts that hard bounce or become inactive. Without regular maintenance, these charges can add up quickly and you can end up paying for contacts that you’re not even using. This can be a big problem for HubSpot users.
2. SMS Messaging Isn’t Built-In (Without Extra Cost)
For businesses that rely on SMS communication, HubSpot can be frustrating. While it offers SMS tools, they come as additional paid features and are primarily designed for marketing campaigns rather than one-on-one sales communication.
This means sales teams looking for real-time, personal messaging options often need to turn to third-party integrations.
Compared to other platforms with built-in SMS functionality, this approach adds complexity and costs. For example, you may need to integrate tools like MessageMedia to enable more flexible messaging options, which will come at an additional cost.
Read: Best SMS Marketing Integrations for HubSpot
If SMS communication is a priority for your team, it’s essential to factor in the cost of these integrations during your HubSpot setup. Make sure to choose tools that align with your workflow, allowing you to streamline both one-on-one and bulk messaging capabilities.
3. Contract Limitations: Easy to Upgrade, Hard to Downgrade
HubSpot makes it simple to upgrade your plan, but downgrading is a different story. Once you commit to a contract, reducing your plan or removing features isn’t always an option until the contract period ends. This can be frustrating for businesses that realise they no longer need certain features or want to cut costs.
Unlike some platforms that offer flexible month-to-month plans, HubSpot’s agreements often lock you into a 12, 24, or even 36-month commitment. While this can secure pricing and discounts, it also means you need to carefully assess your needs before signing up.
If you anticipate changes in your business over the next year or two, it’s worth discussing flexibility with your HubSpot rep before committing to a long-term plan. Choosing a monthly plan may be an alternative, though it typically comes at a higher price.
4. Missing or Inconsistent Features
HubSpot is a powerful platform, but some features feel incomplete or unintuitive. Certain actions that seem like they should be simple require workarounds, adding unnecessary complexity to everyday tasks.
For example:
- Workflows don’t autosave, even though landing pages do
- Form submissions can’t be exported as PDFs, making it harder to share or archive collected data
- Attachments added to a contact or deal record can’t be easily reused in emails, requiring users to re-upload the same file multiple times
These inconsistencies can be frustrating, especially when users expect a seamless experience. While HubSpot regularly updates its platform based on user feedback, some of these gaps have existed for years.
Businesses that rely on these missing features may need to explore third-party integrations or custom solutions to work around them.
5. Object Flexibility: Some Actions Are Limited
HubSpot’s CRM is built around different object types, such as contacts, companies, and deals. While this structure works well for most use cases, some actions aren’t available across all objects, which can create frustrating limitations.
For example, you can easily pull a list of contacts associated with companies, but doing the reverse—generating a list of companies with specific associated contacts—isn’t as straightforward. Similarly, some automation rules only apply to certain object types, meaning workflows may require extra steps or workarounds to function as expected.
These limitations can make data management and reporting more difficult than anticipated. While exclusion lists, custom properties, and advanced filtering can sometimes help, businesses that need more flexibility may find themselves resorting to manual work or exploring third-party tools to fill the gaps.
6. Hidden Costs for Add-Ons & Data Enrichment
Many businesses sign up for HubSpot expecting a comprehensive toolset, only to discover that some useful features require additional paid add-ons. For example, company insights, which were previously included for free, now require a paid upgrade to Breeze Intelligence. Similarly, advanced reporting and custom dashboards are often locked behind higher-tier plans.
These extra costs can add up quickly, especially for businesses that need enhanced analytics, automation, or integrations. While HubSpot remains a powerful platform, it’s important to factor in potential add-ons when budgeting for your subscription.
Before committing to a plan, take a close look at what’s included and what requires an upgrade. In some cases, third-party tools can provide similar functionality at a lower cost, so exploring alternatives may help keep expenses under control.
Workarounds & Solutions for These Problems
While HubSpot has its challenges, most of its limitations can be managed with the right approach. By understanding these issues in advance and using strategic workarounds, you can avoid frustration and make the most of the platform.
Here’s how to handle the most common HubSpot problems effectively.
Managing Marketing Contact Costs
Since HubSpot charges for marketing contacts and doesn’t allow downgrades, keeping a clean and well-managed contact list is essential.
Businesses can:
- Regularly clean out inactive or bounced contacts to prevent unnecessary charges
- Set up automations to flag and review marketing contacts before they are upgraded
- Consider segmenting contacts carefully to ensure only high-value leads count as marketing contacts
Read: How to manage your marketing contacts in HubSpot
Handling SMS Limitations
If your business relies on SMS for customer communication, HubSpot’s built-in options may not be enough.
The best approach is to:
- Integrate third-party SMS tools like MessageMedia for more flexibility
- Use HubSpot’s workflow automation to trigger SMS notifications where possible
Avoiding Contract-Related Frustrations
To prevent getting locked into a HubSpot contract that doesn’t meet your long-term needs:
- Carefully assess your feature requirements before committing to a multi-year contract
- Ask your HubSpot rep about flexibility options before signing
- If you anticipate changes in your business, opt for monthly billing instead of annual contracts, even if it costs more upfront
Dealing with Missing or Inconsistent Features
Some missing features can be worked around using custom solutions or integrations.
Businesses can:
- Check HubSpot’s feature request forums—some limitations may already have workarounds shared by other users
- Use custom-coded solutions through HubSpot’s Operations Hub Pro to fill feature gaps
- Explore third-party tools that integrate with HubSpot to add missing functionality
Overcoming Object Flexibility Issues
If HubSpot’s object structure is making data management difficult:
- Use exclusion lists and advanced filtering to work around reporting limitations
- Create custom properties to link and categorise objects in a way that makes reporting easier
- Work with a HubSpot expert like us to build custom automations that help bridge the gaps
Managing Hidden Costs for Add-Ons
To avoid spending more than expected on HubSpot’s extra features:
- Compare HubSpot’s native add-ons with third-party alternatives—sometimes external tools offer similar functionality at a lower cost
- Determine whether you need an add-on before purchasing—some features may not be critical to your workflow
- Regularly review your subscription and tool usage to ensure you’re only paying for what you truly need
By applying these workarounds, businesses can overcome HubSpot’s limitations and maximise its value without unnecessary frustration.
Is HubSpot Still Worth It Despite These Challenges?
With all the limitations we’ve covered, you might be wondering: Is HubSpot still the right choice for my business?
The short answer? Yes—if you know what to expect and how to work around its shortcomings.
While HubSpot isn’t perfect, it remains one of the most powerful marketing, sales, and CRM platforms available. Here’s why many businesses still find it worth the investment.
1. HubSpot’s Strengths Outweigh Its Weaknesses
Despite its quirks, HubSpot offers:
- A centralised platform that connects marketing, sales, and customer service in one place
- Powerful automation tools that streamline workflows and save time
- An intuitive user interface that makes it easier to use than many competitors
For most businesses, the benefits of automation, CRM integration, and analytics outweigh the occasional frustrations with missing features or pricing structures.
2. HubSpot Regularly Updates and Improves Its Platform
HubSpot actively listens to user feedback, which means missing features today might become available in future updates. The company has a history of improving its product based on customer needs, and its community-driven approach ensures that users’ voices are heard.
If a specific feature is critical for your business and currently missing, it’s worth checking HubSpot’s public roadmap or community forums to see if it’s on the horizon.
3. Integrations Can Fill the Gaps
While HubSpot doesn’t have everything built-in, it integrates seamlessly with thousands of third-party tools. If something isn’t working natively, chances are an integration or custom-coded solution can provide the missing functionality.
This flexibility makes HubSpot highly adaptable—even for businesses with complex needs.
4. It’s Still One of the Best All-in-One Solutions
Some businesses leave HubSpot because of its limitations, only to find that alternatives come with their own set of problems. Many competing CRMs either:
- Lack a true all-in-one approach, requiring multiple disconnected tools
- Are more technical and difficult to use, requiring extensive setup and maintenance
- Don’t offer the same level of automation and reporting capabilities
While HubSpot isn’t for everyone, it’s often the best choice for businesses looking for a balance of ease of use, automation, and scalability.
When HubSpot Might NOT Be the Right Fit
While HubSpot is a great platform, it’s not ideal for every business. You might want to explore alternatives if:
- You need advanced SMS functionality built-in rather than relying on integrations
- You’re looking for a fully customisable CRM without limitations on objects or data structure because you require a very customised and specific solution (usually applicable only to large enterprise organisations)
If any of these are deal-breakers, it’s worth exploring other CRM and marketing automation options before committing to HubSpot.
So, What’s Next?
Every software has its drawbacks, and HubSpot is no exception. However, if you go into it with a clear understanding of its strengths and weaknesses, you’ll be able to set up the right systems, integrations, and workarounds to make it work for your business.
For companies that prioritise ease of use, automation, and an all-in-one marketing and sales solution, HubSpot is still one of the best choices on the market.
Next, learn about the differences between HubSpot and Mailchimp to learn which might work better for your email marketing efforts.
