I work with tons of MSPs on their HubSpot setups, and SmartFill is usually sitting there unused or misused.
Most teams use it to parrot what’s on a company homepage. But SmartFill can do so much more if you know how to prompt it right.
Used strategically, it surfaces context that actually drives campaigns:
✅ ICP fit
✅ Hidden buying signals
✅ Sub-industry nuance that changes your messaging
Let me show you how we use it at Tactics to make real go/no-go decisions and build plays that move deals forward:
Why waste enrichment credits just to find out a lead’s a bad fit?
Instead, create a smart property that asks something specific, like:
"Is this company a dental practice with under 50 employees and no internal IT?”
Now every record that hits your CRM gets auto-scored against that prompt.
For example, if your MSP focuses on healthcare and a new record shows 200-plus employees with international locations, it is likely a hospital or enterprise clinic. SmartFill allows you to filter it out before sales ever engage.
No one wasted time Googling it. Your sales team skips it before ever touching the record.
The NAICS code might tell you someone’s in “health services.” That’s not helpful.
SmartFill goes deeper, pulling real context like family medicine, urgent care, pediatrics, and cosmetic dentistry. And that level of detail? It completely reshapes your messaging.
If your MSP offers cybersecurity services to multi-location dental groups, a SmartFill prompt like "What kind of dental practice is this?" helps separate solo offices from 10-location chains. This ensures your messaging speaks directly to the right segment.
So, your copy can further look like:
“We help dental groups with 10+ locations tighten device security.”
Not generic. Not ignorable. And it books meetings.
If you’re only filtering by ‘healthcare,’ you might miss correctional health clinics or mobile immunization units, both of which still need managed IT support.
SmartFill pulls the nuance so you don’t leave those segments out.
For instance, say you target independent clinics. SmartFill might surface correctional health providers or mobile immunization units that fall outside your original filters but operate the same way and buy the same services.
SmartFill can pull signals from email signatures:
“Top 40 Under 40”
“Chamber of Commerce member”
“BBB accredited”
Instead of writing a generic opener, you drop something like,
"Congrats on the Top 40 nod—always great to see local healthcare leaders getting the spotlight. We work with several fast-growing clinics and wanted to reach out."
That’s miles better than a canned intro.
Sales teams shouldn’t chase junk.
We use SmartFill to tag leads as “Do Not Prioritize” if they miss key signals, like company size or tech maturity.
Say your MSP only sells managed detection to clinics with internal IT teams. If SmartFill shows that a company has two employees and a Gmail address?
Mark it as ‘Do Not Pursue’ and move on.
The rep never sees it, and nobody wastes time on a lead that was dead on arrival.
SmartFill isn’t buried in some deep menu; it’s right there.
And yet, most consultants ignore it completely.
They’ll spend hours tweaking your form colors or automating follow-up emails, but ask them how to segment your list by actual buying signals or hidden sub-industries—you’d get blank stares.
If your team is still stuck pulling data manually or building campaigns off of guesswork, it’s a big problem. And the person managing your setup should know better.
At Tactics, we build pipelines with precision—not hope.
If you're ready to make HubSpot work the way it should, let’s talk.