HubSpot is more than just a CRM or marketing automation tool. It's a time-saving productivity powerhouse - when you've unlocked the full potential of its workflow automation features.
The problem? Most teams barely scratch the surface of HubSpot's transformative time-saving capabilities.
If your marketing, sales, or service teams are bogged down with repetitive tasks, you’re losing hours (and probably patience) every single week.
The good news is that with the right HubSpot workflows, you can automate your busywork and free your team from tedious, time-consuming tasks to focus on higher-value activities.
Here are 10 HubSpot workflow automations that can save your team 5+ hours a week, and sometimes many more.
If you've experienced the frustration of leads sitting in your system for hours or even days before sales sees them, HubSpot can instantly solve this. All that's needed is to create a simple lead assignment workflow that automatically assigns new leads to the correct sales rep the moment they come in, based on any configuration you choose - territory, product interest, company size, etc.
You can use HubSpot to rotate leads among a team or assign based on criteria that you select. For example, all leads in the state of California are automatically assigned to John.
No more manual lead routing or spreadsheet lookups! New leads get immediate attention and stay super engaged. Expect your sales velocity and close rates to increase dramatically.
The time-consuming, tedious job of manually tracking and following up with every new lead is exhausting. If your team is still spending time manually following up with leads, HubSpot is a dream come true. Use simple HubSpot workflows to set up helpful autoresponder emails that are sent immediately to leads as soon as they fill out a form or enter your database.
Not only do you save time on every single lead that comes in, you'll also be engaging your leads in a timely and efficient manner from the very beginning of their relationship with your organization, which builds trust and leads to better sales outcomes.
All that time spent tracking down new leads, manually composing emails, confirming contact emails, and logging activities is completely taken care of. Imagine what your team can do with this time!
The reality of any sales process is that not every lead is ready to buy today. Manually following up with leads is inconsistent and time-consuming.
To solve this, use HubSpot to build automated nurture campaigns that send hyper-targeted, value-driven emails over a cadence of days, weeks, or months, depending on your sales cycle.
Automates follow-up for hundreds of leads at once without sales or marketing lifting a finger.
Opportunities stall because sales reps forget to follow up at the right time. Momentum is lost and close rates suffer.
To solve this, create HubSpot workflows that send your sales reps and/or sales leaders internal reminders when deals have been sitting in a stage for too long. For example, if a deal sits in your "negotiation" stage for 14 or more days, HubSpot can automatically trigger an internal email to the lead's assigned rep with some context and suggested next steps. Additionally, you can trigger notifications to a sales leader to inform them of the issue before a good opportunity is lost.
This workflow prevents deal decay without managers needing to spend time manually chasing sales reps. Time savings is gained across your entire sales organization.
Most sales reps really don't like admin work. It's time-consuming and tedious, and it gets in the way of selling time.
And a funny thing about sales is that great reps is that tend to be mavericks, and therefore tend to struggle with standardized processes. When reps forget to complete key steps in your sales process, deals get lost, reporting suffers, and everyone loses.
To solve this, use HubSpot workflows to create tasks as deals move through your pipeline. For example, when a deal moves to the "Proposal Sent" stage, automatically create a task to "Follow up on proposal in 3 days" for the assigned rep.
Eliminates post-it notes, alarms, calendar reminders, and other disparate sales process reminder systems, as well as manual task entry. Huge time savings, plus reps love it because they can spend more time doing what they love - selling!
So many organizations struggle with customer onboarding. It makes sense: this is a key transfer between departments inside of an organization (from sales to service), and handoffs can be messy.
A big problem happens when critical onboarding emails and tasks get missed when deals are passed from sales to service, and a lead officially becomes a customer.
The solution? Build a workflow that kicks off your new customer onboarding process the moment a deal closes. Keep your new customer delighted and engaged and sure a fantastic customer experience.
No more manual handoffs and bloated handoff meetings! Plus, enjoy improved customer relationships right from the start, saving your customer success team time down the road.
Sales misses opportunities if hot leads aren't flagged quickly for follow-up. It can be very stressful when a hot lead comes in and you need to use manual or disparate systems to track down whose lead it is and where the rep is and what action they should be taking. Then there's the sales leader's task of following up to ensure that action was taken before it's too late.
Use HubSpot workflows to create easy alerts when leads hit a certain lead score or take a high-intent action like visiting a pricing page or scheduling a tour. You can configure your workflow to notify the assigned rep or team in a variety of ways, including Slack and email.
Not only does this speed up your sales organization's reaction time so hot leads don't cool off, this workflow will also save you time on every hot lead that comes in the door. Reps, sales leaders, and sales support staff all save time with a streamlined alert system with high emphasis on hot leads.
Renewal and upsell opportunities are huge opportunities for your sales team, and they fall through the cracks at an alarming rate unless your entire team has an efficient system to handle reengagement with these leads.
Use HubSpot workflows to automatically notify account managers when it's time to reach out. You can use HubSpot to back out of a renewal date by any time period that you set, and send relevant, timely information leading up to the customer's renewal, building trust and streamlining the deal.
HubSpot can create tasks, send reminder emails, update deal records, and more based on how you configure your workflow.
This workflow automates long-term follow-up that’s often neglected, overlooked, or forgotten about. Reps save time by taking follow-up reminders and tracking engagements off of their plates. Your organization also saves time by educating your leads in advance of their renewal date, which builds trust and ensures they're ready to buy once your sales team reaches out directly. Deals close faster, and sales reps' time is freed up.
The problem: Gathering customer feedback is inconsistent and manual, requiring a lot of time and organizational effort from your team.
The solution? Use HubSpot workflows to automate customer feedback and send critical customer surveys, like NPS or CSAT surveys, after key milestones in the customer's engagement.
For example, use a workflow to trigger a survey email when a customer support ticket is closed. You can also use HubSpot to tag the customer's responses in their contact record for easy reference for your team. Synthesize customer satisfaction data instantly as survey responses come in.
Create a continuous customer feedback loop without any time required chasing customers! You'll get better feedback on a consistent basis, and your team will be freed up for higher-value activities.
Many companies are sitting on a relatively large pile of inactive leads in their database who have gone cold for any number of reasons. Manually reaching out to these inactive leads can be a really challenging and time-consuming task.
HubSpot makes it easy to streamline and automate reengaging any leads that have gone dark. Use HubSpot workflows to architect and launch re-engagement campaigns that will help you separate the wheat from the chaff and churn up some fresh opportunities for your sales team.
For example, use an automation trigger like "no email opens or clicks in the last 90 days" to send a "We Miss You" email with an incentive or compelling piece of content.
Well-crafted HubSpot automated reengagement campaigns keep your database fresh without the time required for manual outreach. Your team will thank you!
Let's face it: handling inquiries that come in from your website can be kind of an annoying time-suck. Your team knows they need to follow up with everyone, and they're probably spending a lot of wasted time answering the same questions over and over again.
HubSpot makes it incredibly easy to launch an AI-powered chatbot on. your website to route and handle inquiries. You can program the chat with as much information as you choose, including FAQ or suggested pages. You can even route the chat to a live person if that's best for your organization.
Read more about HubSpot AI tools here.
When rolling out these HubSpot automations, for best results, start small and work with a trusted HubSpot consultant to guide you.
Want to learn more about the power of HubSpot automation? Book a meeting with our award-winning HubSpot consultants today. We'd love to help you.
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