---
title: "EPI-USE case study: consolidating six regional HubSpot portals | Muloo"
description: Six regional HubSpot portals, five renewal dates and no group view. How we mapped EPI-USE's real spend and built the case for one portal with Business Units.
image: https://www.wearemuloo.com/hubfs/blog/featured/cs-epiuse.jpg
---
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# EPI-USE: the case for one HubSpot across six regions
 Jarrud van der Merwe
16 Sept 2026 4 min read
Every EPI-USE region had bought HubSpot on its own. We read the real billing in all six portals, modelled one group portal and designed the Business Unit architecture that lets every region keep control.
[Talk to us about consolidation](https://www.wearemuloo.com/book-a-call) [Read the consolidation guide](https://www.wearemuloo.com/blog/one-hubspot-or-six-how-to-build-the-case-for-consolidating-regional-portals)
At a glance
Client
EPI-USE Group
Sector
SAP and HR technology consulting
Region
Global, six regions
Platform
HubSpot Customer Platform
Scope
Portal consolidation case and architecture
Presented
June 2026
- 6Regional portals, each bought on its own
- ~$90kSpent a year across those portals
- ~45%Modelled saving with one group portal
- 5Renewal dates reduced to one
The short version
Six regional HubSpot portals, five renewal dates and no group view. How we mapped EPI-USE's real spend and built the case for one portal with Business Units.
## The client
EPI-USE is a global SAP and HR technology consultancy and a member of Group Elephant, with regional businesses across Africa, the United Kingdom, Spain, Australia, the Americas and Brazil.
Muloo has worked with EPI-USE on HubSpot for years, including the regional websites and the Africa portal that Strive Insight now sits on top of. That history is why the group asked us the bigger question.
## The problem
Every region had bought HubSpot on its own. Same platform, separate contracts, separate databases and no shared view of the group.
- Six paid portals and roughly 68 paid users
- Five renewal dates spread across the year, so nothing could be negotiated or budgeted as a block
- Sales Hub ranging from Starter to Enterprise, with no shared standard
- Content Hub bought five separate times, Data Hub Starter four times
- One region paying for a website with no CRM behind it, and one region with no platform at all
> Six databases means no group pipeline, no group leaderboard and no cross region view without a data warehouse.
## What we did
### 1. Pulled the real numbers
- Read the live subscriptions from billing in every portal rather than working from invoices or memory
- Mapped products, tiers, seats and renewal dates region by region
- Found a total of around $90k a year across the six portals
### 2. Modelled one portal
- Costed a single group Customer Platform carrying every seat
- Modelled the saving at roughly $40k a year, a reduction of about 45 percent
- Showed that the saving pays for the migration, and the single source of truth is the real return
### 3. Designed the architecture
- Business Units per region, so each keeps its own brand, domains, contacts, assets and reporting
- Pipelines permissioned by team, so a consultant in one region sees their own accounts and not another region's
- A deliberately shared layer for the group leaderboard, cross region pipeline and cross sell
### 4. Answered the objections before the room raised them
- Local brands and domains, multi language sites, local currency deals rolled up to one reporting currency, regional access boundaries
- A clear recommendation on the tier: Enterprise, because Business Units are the mechanism that stops one portal becoming one shared mess
### 5. Set out a phased path
- Assess and get one group quote, then stand up the portal with Business Units and permissions configured first
- Pilot with the two regions that gain a CRM rather than move one
- Migrate the rest on their own renewal dates, so nobody pays twice
## Proof it works
The model is not theory. The Africa region already runs it.
Africa runs a lean HubSpot core, used for pipeline, contacts and automation, with Strive Insight layered on top for sales tracking, account plans, forecasting and cross sell. One group portal feeds that intelligence layer cleanly for every region, which turns a working regional setup into the group template.
## Before and after
| | Six regional portals | One group portal |
| --- | --- | --- |
| Annual spend | Around $90k | Around $49k modelled |
| Renewals | Five dates, six negotiations | One date, one negotiation |
| Group view | None without a warehouse | Native: one leaderboard, one pipeline roll up |
| Cross sell | Invisible between regions | A consultant can see a client is already engaged elsewhere |
| Regions left out | Two | None, each joins as a Business Unit |
## HubSpot platform in play
- **Business Units**Brand, domain, asset and reporting partitions per region
- **Sales Hub**Team permissioned pipelines, with hierarchies and territories for the larger regions
- **Content Hub**Every regional site on its own domain, from one account
- **Multi currency**Deals in local currency, reported in one
- **Strive Insight**The intelligence layer built by Muloo on top of HubSpot
## What we learned
1. **Read billing, not invoices.** The live subscriptions told a different story from what each region believed it was paying.
2. **Lead with the objection.** "One portal means one mess" is the first thing a regional leader thinks. Answer it on slide one of the architecture, not in questions.
3. **Sequence by renewal date.** A migration plan that ignores renewals makes the business case false.
4. **Pilot where the region gains, not where it loses.** Moving a working CRM is risk. Giving a region its first CRM is momentum.
- [RevOps](https://www.wearemuloo.com/blog/tag/revops)
Jarrud van der Merwe
[More from this author](https://www.wearemuloo.com/blog/author/jarrud-van-der-merwe)
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// Outcome
## What the group has now
- A true picture of what every region pays, read from live billing
- A costed model for one group portal with every seat
- A Business Unit architecture that keeps each region's brand, data and team access separate
- Answers to every regional objection before the decision meeting
- A phased plan that starts where regions gain a CRM and moves the rest on their renewal dates
## // Keep reading
- [ Article One HubSpot or six? How to build the case for consolidating regional portals Muloo RevOps · 16 Sept 2026](https://www.wearemuloo.com/blog/one-hubspot-or-six-how-to-build-the-case-for-consolidating-regional-portals)
- [ Article What a CRM system actually does, and how to choose one Muloo RevOps · 28 Aug 2023](https://www.wearemuloo.com/blog/crm-systems)
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## What are you trying to fix?
Pick the statement closest to your situation, or search the site.
Just ask. It knows the portal work we do.
Describe what is going wrong in your own words and our agent will tell you what it is, what we would do about it, and roughly what that costs. It will say when it does not know.
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Or pick the closest symptom
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- [We just bought HubSpot and need it set up properly Onboarding](https://www.wearemuloo.com/solutions/hubspot-onboarding)
- [HubSpot needs to talk to our other systems Integrations](https://www.wearemuloo.com/solutions/integrations)
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- [I need to know what HubSpot will cost us Pricing calculator](https://www.wearemuloo.com/tools/hubspot-pricing-calculator)
- [I want someone independent to review our architecture Architecture review](https://www.wearemuloo.com/solutions/crm-architecture-review)
Nothing matches that yet. Try the search box, or book a call and ask us directly.
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