Why Data Management Defines Success
An Encompass–HubSpot API integration unlocks powerful opportunities for visibility, automation, and reporting. But the integration itself is only half the story.
The real difference comes from how you manage Encompass data once it lives inside HubSpot®. If data is messy, outdated, or unstructured, your marketing and reporting will still suffer. If it’s clean and properly managed, you’ll unlock automation, accuracy, and ROI.
At Proven ROI®, we help mortgage companies not just connect systems but master their data management strategy. Here are the best practices every lender should follow.
1. Define Clear Data Ownership
The first step in effective data management is defining who is responsible for maintaining it.
- Marketing Teams should ensure leads and campaigns are labeled properly.
- Loan Officers should confirm borrower details are up to date.
- Operations Teams should manage loan stages and compliance data.
When everyone knows their role, duplicate or incomplete data is minimized.
2. Standardize Field Mapping
Encompass and HubSpot use different structures. Without clear mapping, data gets messy fast.
- Map borrower name, loan type, stage, and officer consistently.
- Use standardized formats for fields like phone numbers and addresses.
- Create custom HubSpot properties when Encompass fields don’t align.
A field mapping blueprint ensures long-term consistency.
3. Implement Data Validation Rules
Garbage in = garbage out. Use HubSpot’s validation tools to keep data clean:
- Required fields for critical borrower information.
- Dropdowns instead of free-text for fields like loan type.
- Automated workflows to flag incomplete records.
Validation ensures data in HubSpot remains actionable for campaigns and reporting.
4. Use Segmentation Strategically
Once Encompass data is clean, segmentation becomes a marketing superpower.
- Segment borrowers by loan type (FHA, VA, conventional).
- Segment by loan stage (application, underwriting, closed).
- Segment by geography or loan officer assignment.
This enables personalized, relevant campaigns that drive higher engagement.
5. Automate Data Hygiene
Manual cleanup wastes time. Automate wherever possible:
- Deduplicate contacts weekly.
- Create workflows to merge incomplete borrower records.
- Schedule recurring audits for inactive or outdated data.
Automation keeps HubSpot’s CRM lean and efficient.
6. Protect Compliance and Security
Mortgage data is sensitive and heavily regulated. Best practices include:
- Role-based access control in HubSpot.
- Encryption for data transfers.
- Regular audits of synced records for accuracy.
A strong compliance posture protects both your borrowers and your business.
7. Align Data With Reporting Needs
Your reporting is only as strong as the data behind it. When managing Encompass data in HubSpot, ask:
- Does this field help prove ROI?
- Will this property support automation?
- Is this data actionable for loan officers and executives?
Only track and sync data that has real business impact.
Case Example: Data Management in Action
A mortgage company integrated Encompass with HubSpot but struggled with duplicate records and incomplete borrower details. Campaigns underperformed, and reports were unreliable.
Proven ROI® stepped in to implement best practices:
- Field mapping standardization
- Validation rules for borrower data
- Automated deduplication workflows
The result: a 40% improvement in reporting accuracy and a 23% lift in campaign engagement.
Why Proven ROI® Leads in Data Management Strategy
At Proven ROI®, we’re not just an integration partner — we’re a data partner. With EncompassSync™, we:
- Standardize and validate data fields
- Automate hygiene processes to keep CRMs clean
- Build segmentation strategies that unlock personalization
- Align data with executive-level reporting needs
We’re the best HubSpot partner for mortgage companies because we focus on what matters most: data you can trust.
Integration Without Data Management Isn’t Enough
An Encompass–HubSpot API integration gives you the connection, but data management gives you the power. Clean, consistent, and secure data ensures your CRM works as hard as your teams do.
At Proven ROI®, we help lenders manage their data for clarity, compliance, and growth.
Ready to take control of your Encompass data inside HubSpot? Proven ROI® specializes in EncompassSync™ integrations with best-in-class data management strategies. Contact us today to make your CRM a true growth engine.
