The success of any CRM-to-LOS integration begins long before the first line of code is written. It starts with clarity — defining how data moves, where it lives, and what it means.
At Proven ROI, we call this the field configuration phase — the most critical step in preparing systems like HubSpot and Encompass for full data synchronization.
Before automations, dashboards, or analytics can perform, your data architecture must be ready to support them. That means aligning fields, workflows, and business processes across both platforms so every borrower, loan, and transaction flows accurately from one system to the other.
Why Field Configuration Matters
Every field in your CRM or LOS represents a piece of business intelligence.
In HubSpot, those fields define contact details, deal stages, and marketing engagement.
In Encompass, they define borrower information, loan type, and underwriting data.
When those two systems don’t align, even a single field mismatch can create reporting errors, automation failures, or compliance gaps.
Proper field configuration ensures that:
- Data syncs seamlessly between HubSpot and Encompass.
- Every stakeholder sees accurate, real-time loan updates.
- Automations trigger correctly and consistently.
- Reporting reflects the true borrower lifecycle — from lead to funded loan.
Integration without structure is just connection.
Field configuration turns connection into clarity.
Step 1: Mapping the Data
The first step in Proven ROI’s field configuration process is data mapping — a detailed audit of every field in both systems.
We identify:
- Which HubSpot properties should connect to Encompass fields.
- What data types (text, number, date, dropdown) must align for consistency.
- Which values or options need translation between platforms.
- Where new custom fields should be created to support unique workflows.
This process ensures that borrower data, loan milestones, and application updates move automatically and accurately across systems.
Our team works side-by-side with each client to understand not just what data needs to sync, but why it matters — creating an architecture that reflects real-world workflows.
Step 2: Configuring HubSpot for Integration
With field mapping complete, we prepare HubSpot for data integration.
This involves:
- Creating or updating custom properties to match Encompass data fields.
- Structuring deal pipelines to mirror loan processes and status stages.
- Building dynamic lists and workflows to segment borrowers by loan type or stage.
- Ensuring field dependencies and validation rules support accurate automation.
HubSpot’s flexibility allows Proven ROI to design CRM architectures that match each lender’s specific process — whether for retail, wholesale, or commercial mortgage teams.
By aligning your CRM with your LOS before syncing data, we eliminate duplicate records, manual imports, and process confusion.
Step 3: Configuring Encompass for Data Flow
While HubSpot is optimized for sales and marketing, Encompass requires equally precise configuration to manage loan operations.
During this phase, Proven ROI partners directly with commercial mortgage teams to prepare Encompass for integration.
Our configuration work typically includes:
- Setting up custom Encompass fields that correspond to HubSpot data points.
- Reviewing existing loan workflows to identify where real-time data will improve visibility.
- Defining trigger points (such as application started, conditional approval, or closing) that send updates into HubSpot.
- Ensuring field-level security and compliance standards are maintained across systems.
This partnership ensures that when data begins to sync, every value lands exactly where it belongs — reducing errors and increasing operational confidence.
Step 4: Testing and Validation
Once both systems are configured, we validate data flow before going live.
Proven ROI’s validation process includes:
- Running test applications through Encompass and confirming that updates appear in HubSpot in real time.
- Verifying that HubSpot automations trigger correctly when loan stages change.
- Testing all field dependencies to ensure no data conflicts occur.
- Checking dashboard accuracy to confirm unified reporting across marketing and lending.
This stage is where strategy meets precision — ensuring integration not only works but performs under real-world conditions.
The Role of Workflow Alignment
Field configuration is only part of the equation. To make integration truly impactful, workflows between both systems must be synchronized.
That means:
- Defining how a “lead” becomes a “loan.”
- Automating the handoff from marketing to sales to underwriting.
- Creating reciprocal triggers that keep both teams aligned.
At Proven ROI, we build these workflows collaboratively with loan officers, processors, and marketing teams — making sure every automation supports both borrower experience and operational efficiency.
Real-World Example: Commercial Mortgage Integration
A leading commercial mortgage team partnered with Proven ROI to connect HubSpot and Encompass for the first time.
Before integration, their systems operated in isolation:
- Marketing tracked leads, but had no visibility into loan progress.
- Loan officers manually re-entered borrower details into Encompass.
- Reporting was fragmented, making ROI measurement impossible.
After a full field configuration and integration build:
- All borrower data flowed automatically from HubSpot to Encompass.
- Loan milestones triggered automated updates to marketing and sales teams.
- Executives gained a unified dashboard showing marketing performance linked to funded volume.
This wasn’t just data sync — it was business alignment.
Why Proven ROI’s Approach Works
Integrating platforms like HubSpot and Encompass requires both technical precision and strategic vision.
Our field configuration process succeeds because we focus on:
- Human Strategy: Understanding how your team actually uses data.
- Intelligent Systems: Designing architectures that connect every stage of the borrower journey.
- Proven ROI: Delivering measurable, reportable performance improvement.
When done right, integration becomes more than a technical project — it becomes a competitive advantage.
Key Takeaways
- Field configuration is the foundation of any successful HubSpot–Encompass integration.
- Mapping, alignment, and validation ensure accurate, automated, and compliant data flow.
- Proven ROI partners directly with mortgage teams to customize configurations for their unique processes.
- Proper field setup enables automation, unified reporting, and improved borrower experience.
- The result: clarity, connection, and measurable performance across every stage of lending.
FAQ
1. What is field configuration in CRM and LOS integration?
It’s the process of aligning data fields, workflows, and validation rules between systems like HubSpot and Encompass to enable seamless data flow.
2. Why is it so critical?
Without proper field alignment, data sync errors can cause reporting issues, workflow failures, and compliance risks.
3. Can field configuration be customized for different loan types?
Yes. Proven ROI builds flexible configurations for retail, wholesale, and commercial lending models.
4. How long does configuration take?
Typical field configuration and validation take 3–5 weeks depending on system complexity and team size.
5. What happens after field configuration?
Once fields are aligned and tested, Proven ROI moves into full integration and automation — connecting workflows and performance dashboards.
Human Strategy. Intelligent Systems. Proven ROI.
We configure your systems for clarity, connection, and measurable growth — transforming data into a true business advantage.
