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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
HubSpot lacks native budget tracking capabilities within campaigns, making it impossible to directly compare budget allocation against closed deal revenue. This limitation becomes particularly challenging when you need to track performance across multiple business units with different budget structures.
Here’s how to build a comprehensive budget vs revenue tracking system that connects campaign spend to actual closed deals.
Create automated budget vs revenue tracking using Coefficient
The solution involves combining custom budget management with deal attribution data to calculate true campaign ROI. Coefficient enables you to maintain budget tracking alongside live deal data, creating real-time visibility into campaign performance across business units.
How to make it work
Step 1. Create a custom budget management structure.
Build a budget tracking sheet with columns for Campaign ID, Business Unit, Allocated Budget, and Spend to Date. Use scheduled export features to push budget data back to HubSpot as custom campaign properties. Maintain budget history with snapshots for variance analysis over time.
Step 2. Import deal attribution data with campaign associations.
Configure imports to pull deals with associated campaign information including deal amount, close date, associated campaign, and pipeline stage. Use Row Expanded display for deals with multiple campaign touches to capture full attribution data.
Step 3. Set up cross-object data joining.
Pull campaign data with your custom budget fields and import associated deals using the hubspot_search formula with campaign ID filters. Calculate total closed deal revenue per campaign using SUMIF formulas that aggregate all deals attributed to each campaign.
Step 4. Build real-time budget utilization tracking.
Set up scheduled refreshes (hourly or daily) to maintain current budget vs actual views. Create conditional formatting to highlight campaigns exceeding budget thresholds. Configure Slack alerts when budget utilization reaches 75%, 90%, or 100%.
Step 5. Create multi-business unit aggregation.
Use filter groups to separate imports by business unit (like DDH, CMSSP, O142). Create summary pivot tables showing budget efficiency by unit. Calculate ROI metrics using this formula: (Closed Deal Revenue – Campaign Spend) / Campaign Spend.
Step 6. Configure automated reporting and alerts.
Set up automated alerts for budget overruns or high-performing campaigns. Create weekly reports showing budget utilization and ROI by business unit. Use HubSpot data to keep everything current without manual updates.
Transform your campaign budget management
Connecting campaign budgets to actual closed deal revenue gives you the insights needed to optimize marketing spend across business units. This automated approach eliminates manual tracking while providing real-time visibility into campaign ROI. Start building your budget tracking system today.
