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Creating Dynamic Budget Variance Reports in HubSpot

Overcoming Challenges in Calculating Budget Variance for Dynamic Metrics

Issue:

Users often face difficulties when calculating budget variance for dynamic metrics in HubSpot, particularly when these metrics are derived from visual components like charts, which do not directly store numerical values.

Resolution:

Understanding Limitations:

HubSpot does not allow direct referencing of values from reports to create custom, automatically updating properties. This means that users cannot automatically store calculated values from visualizations.

Recommended Approaches:

  1. Utilize Calculation Properties: To derive necessary values, create calculated properties using existing data instead of relying on chart references. This approach enables you to work with the data available in your HubSpot environment.

  2. Implement Custom Code Actions: For more complex data manipulations, leverage HubSpot workflows, especially if you have access to Operations Hub. Custom coding can allow for advanced calculations and manipulations that are not possible through standard methods.

  3. Set Up Manual Data Capture for Historical Tracking: To track and compare metrics over time, establish custom properties to capture specific data points at scheduled intervals using workflows.

    • Example: Create a custom property that records metric values on designated dates. Use workflows to populate this property automatically as per your schedule.

Reporting Recommendations:

While HubSpot provides various visualization options, if you require advanced reporting capabilities, consider exporting data for external analysis. Third-party reporting tools can offer enhanced features and integration opportunities, which may be beneficial for your needs.

Conclusion:

Although HubSpot does not currently support dynamically updating properties based on report values, users can find workarounds through calculated properties, custom code actions, and scheduled data capture. For more in-depth reporting, external tools or manual data exports may be necessary.

Note:

If you have suggestions or requests for improvements to HubSpot's reporting functionalities, please submit your feedback via their ideas forum for potential future enhancements.