Blueprint Investment Partners

Connecting Redtail, AdvizorPro, and HubSpot for Blueprint Investment Partners

Client Overview

Blueprint Investment Partners is a Greensboro, NC-based investment manager specializing in systematic, process-driven strategies for financial advisors and institutions. The firm distributes its global, risk-managed portfolios through a network of servicing advisors — each of whom manages a distinct book of client households — making clean, advisor-attributed data a prerequisite for nearly every marketing and operational workflow the firm runs.

The Problem: Fragmented Data Across Three Systems

Blueprint's operational stack centered on three platforms that did not talk to each other in any reliable way: Redtail CRM (the firm's source of truth for household relationships, tag groups, and advisor assignments), AdvizorPro (its RIA and advisor prospecting engine with FMAX saved-search lists for Fidelity platform advisors), and HubSpot (its chosen marketing and sales execution layer).

The absence of a sync layer between Redtail and HubSpot created compounding problems. Household data in Redtail — including spouse aliases, salutation preferences, and subscription tag groups — had no representation inside HubSpot. This meant Blueprint could not reliably segment contacts by email subscription type (Investment Updates, Blog & News, Market Updates), could not suppress alias email addresses from sending lists, and could not attribute email sends back to a specific servicing advisor's book of business.

The plus-spouse email problem was particularly acute: Redtail stores a second email address on a household record as a workaround for joint-household communication, and those addresses were leaking into HubSpot as standalone contacts or creating duplicate records that broke list counts and deliverability. The workaround advisors were using — manually exporting lists and hand-coding personalization — did not scale beyond a handful of advisors.

On the prospecting side, Blueprint's head of distribution was building FMAX saved-search lists in AdvizorPro to target advisors on the Fidelity FMAX platform, but had no automated way to move filtered results into HubSpot with proper deduplication or field normalization. Each sync was a manual export-and-import cycle. Compliance workflows for advisor firm marketing review requests were handled entirely through Slack and email, with no audit trail or structured intake process.

What Goodwood Built

Firebase Cloud Functions Integration

Goodwood's engineering lead, Ryan Thibodeaux, architected a Firebase Cloud Functions (Gen 2) backend — deployed as GCP project `blueprint-redtail-hubspot-2025` — to serve as the integration layer between Redtail, HubSpot, and Google Cloud Secret Manager. The project follows a structured handler pattern with discrete function modules for each concern: Redtail token generation and family lookup, HubSpot custom object operations, and association-label management.

Secrets — including Redtail API tokens and HubSpot private app tokens — are stored in Google Secret Manager and fetched at runtime, keeping credentials out of version control and enabling zero-downtime secret rotation. The project template also includes automated deployment verification scripts and environment-parity tooling between sandbox and production HubSpot portals.

`assignServicingAdvisor`: The Core Sync Function

The centerpiece of the integration is the `assignServicingAdvisor` Cloud Function, triggered as a custom-code action inside HubSpot workflows. When a contact record is updated in HubSpot — whether by a Redtail sync event or a manual CRM action — the function fires with a single input (`contactId`) and executes a deterministic assignment pipeline:

1. Fetch contact properties from HubSpot, including `redtail_servicing_advisor`, `redtail_tag_groups`, and current `redtail_subscriptions`. 2. Resolve advisor identity — including edge cases like David Rogers, who operates under two different RIA entities (BFA and Bluegrass Capital) with distinct email domains, disambiguated by the presence of firm-specific tag group flags. 3. Search the Servicing Advisors custom object (type `2-50472046`) by name to retrieve the canonical HubSpot record for that advisor. 4. Enforce a single correct association — removing any stale or incorrect advisor links before writing the validated one. 5. Write subscription-typed associations using four distinct labeled association types (Type 52: Advisor, Type 54: Investment Updates, Type 56: Blog & News, Type 57: Market Updates), derived directly from the contact's Redtail tag groups. 6. Update `redtail_subscriptions` on the contact record to mirror the association state, ensuring the HubSpot property layer stays in sync with the object-association layer.

This design means subscription logic lives in Redtail tag groups — the authoritative source — and HubSpot reflects that truth automatically, eliminating the manual list management that had previously required advisor-by-advisor intervention.

Custom Object and Property Architecture

To represent Redtail's household data model inside HubSpot, Goodwood designed and deployed two custom objects. The Servicing Advisors object (50 properties) stores advisor identity, firm affiliation, email domain, and subscription-type flags. The Families object (34 properties) represents Redtail's household construct, enabling proper household-level salutation and suppression logic that the standard HubSpot contact model cannot express on its own.

Across standard contact records, Goodwood mapped 176 custom properties to carry Redtail fields into HubSpot — including salutation hierarchy fields (household alias › nickname › first name), Redtail tag group strings, servicing advisor email, Redtail record URLs for direct deep-linking, and subscription preference flags. This property density, combined with the custom objects, gives Blueprint a HubSpot data model that mirrors the semantics of their Redtail CRM rather than flattening it.

Advisor-Personalized Email at Scale

With the data model in place, Goodwood built an email delivery architecture that allows a single master HubSpot email template to render as a fully personalized communication from each servicing advisor. Workflow-driven property tokens inject advisor-specific sender names, reply-to addresses, portfolio update URLs, and regulatory disclosure footers — all driven by the contact's resolved servicing advisor association. A HubSpot-to-Google Sheets integration tracks email opens and clicks per advisor, replacing a fragile Zapier pipeline with a direct workflow action.

DNS authentication for each advisor's sending domain was configured through Cloudflare, enabling emails to originate from advisor-branded addresses (e.g., `melissa@millerwealth.com`) while being composed and sent through Blueprint's centralized HubSpot portal.

AdvizorPro FMAX Pipeline

For the prospecting workflow, Goodwood built a custom AdvizorPro-HubSpot Sync tool with configurable field mapping, LPL custodian search logic, deduplication against existing HubSpot contacts, and a sandbox-to-production promotion flow. Blueprint maintains versioned FMAX saved searches (FMAX 2.0 as the stable production list, FMAX 3.0 as an expanding superset including newly added Fidelity FMAX firms), and the sync tool respects those boundaries — filtering out contacts without email addresses to stay within HubSpot's marketing contact thresholds while ensuring all LPL-affiliated advisors are captured regardless of multi-custodian status.

Ongoing Engagement

The engagement operates as a retainer, covering HubSpot administration, ongoing integration development, and design production support (white-labeled fact sheets, advisor marketing materials, website staging). In early 2026, Blueprint began scoping a HubSpot-based compliance ticketing system to replace Slack and email for advisor firm marketing review requests — extending the same workflow-driven approach from marketing operations into compliance operations.

Results

Blueprint now runs advisor-personalized investment update email campaigns through HubSpot on a monthly cadence with correct sender attribution, clean suppression of alias addresses, and per-advisor open/click reporting in Google Sheets. The Redtail-HubSpot sync layer, backed by Firebase Cloud Functions and Google Secret Manager, handles household resolution, subscription tagging, and servicing advisor assignment automatically — removing the manual intervention that had blocked scale. The AdvizorPro pipeline gives the distribution team a repeatable process for moving FMAX prospecting lists into HubSpot with deduplication and proper segmentation, supporting Blueprint's RIA-targeting growth strategy.