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Change-Order-HubSpot-Integration

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CHANGE ORDER AGREEMENT

HubSpot Integration + Outlook-Compatible Calendar Invites for NeuroPathway Scheduling Platform

Client: Neuro Pathway LLC Address: 2728 Cedar Springs Rd, Unit 1602, Dallas, TX 75201 Contact: Zachary Mandler Email: zack@myneuropathway.com

Service Provider: De Gracia Enterprises LLC d/b/a Everyday Workflows Contact: Alex De Gracia Email: alex@everydayworkflows.com

Effective Date: Date of last signature Change Order Number: CO-001-2025 (Revised December 16, 2025)

1. Executive Summary

ItemDetails
ProjectHubSpot integration (4 fields) + Outlook-compatible calendar invites + data backfill/migration
Project Fee$2,000 USD (fixed fee)
Payment TermsNet 14 days
TimelineTarget: January 31, 2026 (or sooner)

Project Overview

This Change Order establishes a fixed-fee project for HubSpot sync (4 fields + historical backfill) and an invite experience upgrade so participants can Accept/Decline directly in Outlook (no manual download workflow in typical Outlook clients). HubSpot fields: interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at.

2. Relationship to Existing Agreement

This Change Order (“CO”) modifies and supplements the existing Service Retainer Agreement dated October 17, 2025 (“Original Agreement”) between the parties. This work falls outside the scope of the monthly $200 retainer, which covers only reactive bug fixes and critical security patches.

All terms of the Original Agreement remain in full force, including but not limited to:

  • Intellectual property provisions
  • Limitation of liability (3-month fee cap)
  • Disclaimers and warranties
  • Confidentiality obligations
  • Florida governing law and Hillsborough County venue
  • Incorporation of Everyday Workflows’ Terms of Service and Privacy Policy

In the event of conflict, this Change Order controls with respect to:

  • Project fee for this specific integration project
  • Scope of integration work
  • Payment terms and invoicing for this project
  • Acceptance process and warranty terms for this project
  • Timeline/milestones for this project

3. Scope of Work

3.1 Integration Objective

Implement one-way, real-time synchronization of four specific data fields from the NeuroPathway platform to HubSpot Contact records:

  1. interview_status → HubSpot Contact records
  2. interview_scheduling_url → HubSpot Contact records
  3. recent_candidate_conversion_page → HubSpot Contact records
  4. interview_scheduled_at → HubSpot Contact records (scheduled interview date/time)

Additionally, replace the current downloadable .ics workflow with Outlook-compatible calendar meeting invites so participants can Accept/Decline directly from their calendar client.

3.2 Technical Requirements

Phase 1: Setup & Configuration

  • Receive HubSpot private application credentials from Ron Berry III
  • Receive complete list of scheduling status field values
  • Review HubSpot API documentation for Contacts endpoints
  • Coordinate with Ron on HubSpot Contact field structure and authentication
  • Confirm calendar invite requirements and organizer/sender details (Outlook-compatible Accept/Decline invites)

Phase 2: Development

  • Form Modification: Add “recent_candidate_conversion_page” field to interview creation form (UI + backend validation)
  • Build initial full database sync logic for all existing records (interview_status + interview_scheduling_url + interview_scheduled_at)
  • Migrate/backfill existing NeuroPathway application data to HubSpot (interview_status, interview_scheduling_url, interview_scheduled_at where applicable)
  • Implement email-based record matching for Contact records
  • Build webhook handlers for real-time updates (interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at)
  • Implement Outlook-compatible calendar meeting invites (Accept/Decline) sent to all participants when an interview is scheduled
  • Implement error handling and logging for failed syncs across all four HubSpot fields and invite delivery
  • Create retry mechanisms for transient failures

Phase 3: Testing & Deployment

  • Service Provider will conduct staging environment testing with small batch of records
  • Validate webhook triggers work correctly in real-time for all four HubSpot fields
  • Confirm no duplicate records created
  • Monitor for edge cases and refine sync logic for interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at
  • Client is responsible for final production validation and sign-off
  • Document integration for future maintenance

3.3 Division of Labor

Service Provider Responsibilities:

  • All application-side development and webhook implementation
  • Email-based record matching logic
  • Error handling, logging, and monitoring
  • Integration testing and debugging
  • Technical documentation

Client/Ron Berry III Responsibilities:

  • Create HubSpot private application with proper scopes (Contacts API access)
  • Create custom fields in HubSpot Contacts object:
    • interview_status field (string type)
    • interview_scheduling_url field (URL type)
    • recent_candidate_conversion_page field (string type)
  • Provide API credentials (access token, client secret, endpoints)
  • Test and validate HubSpot-side configuration
  • Coordinate field structure alignment

3.4 Deliverables

Upon completion, Client will receive:

  • ✅ Form Modification: New “recent_candidate_conversion_page” field in interview creation workflow (frontend + backend)
  • ✅ Four-field real-time sync: interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at (<1 minute delay under normal operating conditions; excludes third-party API outages or rate limiting)
  • ✅ Initial data migration/backfill: Existing interview_status and interview_scheduling_url data migrated to HubSpot Contact records (and interview_scheduled_at where available). Note: recent_candidate_conversion_page is a new field and is not backfilled.
  • ✅ Outlook-compatible calendar invites: Automatic meeting invites sent to candidate, hiring partner, and guests (Accept/Decline experience in Outlook-compatible clients)
  • ✅ Email-based record matching for Contact identification (assumes unique emails; duplicates/unmatched records logged for Client review)
  • ✅ Error handling and retry logic for integration + invite delivery
  • ✅ Technical documentation for maintenance
  • ✅ Testing report with results
  • ✅ Warranty: 7-business-day acceptance period + 30-day post-acceptance critical bug fix warranty (within defined scope)

Acceptance & Warranty: Delivery Notice. “Delivery” occurs when Service Provider provides written notice that the Deliverables have been deployed to the agreed environment and are ready for Client testing (the “Delivery Notice”).

Acceptance Period (7 business days). Client has 7 business days after the Delivery Notice to review and test the Deliverables (the “Acceptance Period”).

Business day. “Business day” means Monday through Friday, excluding U.S. federal holidays.

  • If Client provides written acceptance earlier, acceptance occurs on that date.
  • If Client does not provide written notice of a material non-conformance within the Acceptance Period, the Deliverables are deemed accepted.

How to submit defects. To be valid, any notice of non-conformance / warranty claim must be submitted in writing via (a) the Everyday Workflows client portal ticketing system, or (b) email to alex@everydayworkflows.com, and must include reasonable detail to reproduce.

Material non-conformance. “Material non-conformance” means a reproducible failure of the Deliverables to perform the core functions described in Section 3.1 (as limited by Section 4.2 and Section 5.2), excluding cosmetic/UI preferences, third‑party outages/rate limits, and data-quality issues.

If Client reports a material non-conformance within the Acceptance Period (with reasonable detail to reproduce), Service Provider will remedy it at no additional charge.

Warranty Period (30 days). After acceptance (express or deemed), Service Provider will provide a 30-day limited bug-fix warranty (the “Warranty Period”) covering critical, reproducible defects that cause the Deliverables to materially deviate from the agreed scope. Enhancements/scope changes, third-party outages/rate limits, and data-quality issues are excluded.

Definition (for clarity)

Critical defect means a reproducible issue that blocks the intended operation of the Deliverables (e.g., the HubSpot sync fails to update expected fields, the backfill process fails materially, or the calendar invite delivery fails in Outlook-compatible clients for properly formatted recipient email addresses).

4. Payment Terms

4.1 Project Fee

Total Project Fee: $2,000 USD (fixed fee)

This fixed fee covers all development work for the defined scope including:

  • HubSpot field sync + backfill (interview_status, interview_scheduling_url, interview_scheduled_at) and real-time sync for recent_candidate_conversion_page (new records)
  • HubSpot Contacts API integration for all defined fields
  • Webhook implementation for real-time updates
  • Outlook-compatible calendar meeting invites (Accept/Decline) to all participants when scheduled
  • Testing, documentation, acceptance period, and warranty

Fixed Fee Benefits

This fixed-fee structure provides budget certainty and eliminates hourly tracking concerns. The fee covers the complete scope as defined in Section 3, with no additional charges for work within this scope.

4.2 Scope Protection

This fixed fee covers only the following:

  • HubSpot fields specified in Section 3.1: interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at
  • Outlook-compatible calendar meeting invites specified in Section 3.1

Any additional data fields, deeper CRM objects, Microsoft 365 tenant/app integrations, or functionality beyond this defined scope will require a separate Change Order and written approval before work begins.

If HubSpot API limitations or architectural restrictions prevent completion of any of the four HubSpot fields and/or the calendar invite deliverable as specified, Service Provider will notify Client immediately and work collaboratively to identify alternative solutions or seek approval for scope adjustments.

4.3 Billing Schedule

  • Invoicing: Upon Delivery Notice (Section 3.4)
  • Payment Due: Net 14 days from invoice date
  • Acceptance is not a condition of payment: The Acceptance Period and any warranty remedies do not pause or delay payment obligations.
  • Late Fees: 0% interest (consistent with Original Agreement)
  • Kill Switch: If payment is 30+ days overdue, Service Provider may suspend all services (including retainer support) until payment is received in full

4.4 Invoice Documentation

The final invoice will include:

  • Date range of work performed
  • Summary of deliverables completed
  • Confirmation of 4-field integration + calendar invite deployment
  • Fixed project fee: $2,000 USD

5. Assumptions & Exclusions

5.1 Assumptions

  • Client/Ron will provide HubSpot credentials within 48 hours of CO acceptance
  • Client/Ron will provide HubSpot access required for Contacts field updates (private app + scopes)
  • Email addresses are unique and consistent across systems for Contact matching
  • interview_status, interview_scheduling_url, recent_candidate_conversion_page, and interview_scheduled_at field values will be synchronized
  • HubSpot API remains stable and accessible during development
  • Field Scope Limitation: Only four HubSpot fields (interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_scheduled_at) will be integrated; any additional fields require separate approval

5.2 Exclusions (Out of Scope)

  • ❌ Two-way sync (HubSpot → NeuroPathway platform)
  • ❌ Additional data fields beyond the four specified (interview_status, interview_scheduling_url, recent_candidate_conversion_page, interview_date)
  • ❌ Full Microsoft 365 tenant/app integration (e.g., Graph-based calendar writes to a specific organizer mailbox)
  • ❌ Historical data cleanup or deduplication (data migrated “as-is” from current state)
  • ❌ Custom HubSpot report creation
  • ❌ Training for end users
  • ❌ Additional CRM integrations beyond HubSpot (e.g., Salesforce)

5.3 Change Requests

Any work outside the defined scope requires a written Change Request and mutual approval. Additional scope will be billed separately at Everyday Workflows’ then-current rates.

Outlook Calendar Scope

This Change Order includes sending Outlook-compatible meeting invitations (Accept/Decline). It does not include tracking RSVP responses inside the NeuroPathway application, nor does it include Microsoft 365 / Graph-based calendar writes to a specific mailbox.

6. Timeline & Milestones

Target Completion: January 31, 2026 (or sooner) Flexibility: No hard deadline; prioritize quality over speed

Estimated Timeline:

  • Week 1: Setup, credential exchange, API review (HubSpot Contacts + calendar invite requirements) (2-3 hours)
  • Week 2: Form field development, sync logic for all 4 HubSpot fields + data migration/backfill (8-12 hours)
  • Week 3: Calendar invite implementation + testing/refinement + documentation (4-6 hours)

Dependency

Development cannot begin until Ron provides HubSpot credentials and field configuration. Any delays in credential delivery or field structure clarification will extend the timeline proportionally.

7. Intellectual Property Rights

Consistent with the Original Agreement and standard Everyday Workflows terms:

7.1 Client Ownership (Deliverables)

Upon full payment, Client owns all custom integration code, webhooks, and configuration files created specifically for this project.

7.2 Service Provider Ownership (Background Technology)

Service Provider retains ownership of:

  • Pre-existing code libraries and frameworks
  • Generalized integration patterns and methodologies
  • Tooling and automation scripts used in development

Client receives a perpetual, non-exclusive, royalty-free license to use these components as integrated into the deliverables.

7.3 Restrictions

Client may NOT:

  • Resell or white-label the integration logic as a standalone product
  • Share integration code with competitors of Everyday Workflows
  • Remove copyright notices or attribution

8. Risk Allocation & Disclaimers

8.1 As-Is Service

Integration is provided “as is” and “as available”. Service Provider does not guarantee:

  • Zero downtime during deployment
  • Compatibility with future HubSpot API changes
  • Specific performance benchmarks beyond “real-time” (<1 minute under normal operating conditions; excludes third-party API outages, rate limiting, or network issues beyond Service Provider’s control)

8.2 Limitation of Liability

Service Provider’s total liability for any claims arising from this Change Order shall not exceed the actual fees paid by Client in the three (3) months prior to the event giving rise to liability.

8.3 No Liability for Indirect Damages

Service Provider is not liable for:

  • Lost profits or revenue
  • Data loss or corruption
  • Business interruption
  • Third-party claims
  • Consequential, incidental, special, exemplary, or punitive damages

8.4 Client Assumption of Risk

Client acknowledges and accepts:

  • Integration complexity and potential for unforeseen issues
  • Dependency on third-party APIs (HubSpot, NeuroPathway platform)
  • Responsibility for data backup prior to initial sync
  • Obligation to test integration in production environment

8.5 Indemnification

Client agrees to defend, indemnify, and hold harmless Everyday Workflows from any claim, loss, liability, or expense (including attorneys’ fees) arising from:

  • Client’s use or misuse of the integration
  • Violation of HubSpot’s Terms of Service
  • Data privacy violations resulting from Client’s failure to follow documented data handling procedures
  • Third-party intellectual property claims

9. Termination

Either party may terminate this Change Order with 7 days’ written notice.

Effect of Termination:

  • Client must pay for work completed through termination date, prorated based on deliverables completed and hours invested
  • Service Provider will provide work-in-progress code in current state
  • No refund for completed work
  • Surviving provisions: IP rights, confidentiality, indemnification, disclaimers, liability limits

10. Governing Law & Venue

This Change Order is governed by the laws of the State of Florida. Any legal action shall be brought exclusively in the state or federal courts located in Hillsborough County, Florida.

11. Dispute Resolution

Parties agree to attempt good-faith resolution for 14 days before pursuing litigation. If unresolved, the dispute shall be submitted to mediation in Florida. The prevailing party is entitled to attorneys’ fees and costs.

12. Entire Agreement

This Change Order, together with the Original Agreement (October 17, 2025) and Everyday Workflows’ standard Terms of Service and Privacy Policy, constitutes the entire agreement regarding this HubSpot integration project.

Incorporated by Reference:

13. Signatures

By signing below, both parties acknowledge they have read, understood, and agree to be bound by this Change Order.

Service Provider: Alex De Gracia, Founder De Gracia Enterprises LLC d/b/a Everyday Workflows

Signature: ______________________________________ Date: ______________

Client: Zack Mandler Neuro Pathway LLC

Signature: ______________________________________ Date: ______________

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