10 HubSpot Workflow Examples for Sales team

HubSpot workflows are a powerful tool to streamline sales processes, automate repetitive tasks, and ensure consistent follow-ups.

By implementing these workflows, your sales team can focus more on closing deals and less on manual tasks.

Here are ten essential, HubSpot workflow examples every sales team should utilize.

Example 1: Lead Assignment for Sales team

Objective Efficiently distribute qualified leads to the appropriate sales reps based on specific criteria in a large scale sales team.:

Criteria-Based Distribution

In your HubSpot account, set up workflows to assign leads based on geographical location, product interest, or other relevant criteria. For example, leads from the United States interested in software solutions can be assigned to a rep specializing in that region and product.

Tips: you can assign leads based on industry, city or country and get this data from LinkedIn with the HubSpot LinkedIn Integration.

Round-Robin Assignment

Ensure an even distribution of leads among sales reps to maintain a balanced workload. This can be achieved by setting up a round-robin workflow that assigns leads one by one in a rotating manner.

Immediate Lead Notifications

Alert sales reps instantly when a high-priority lead is assigned to them. Configure workflows to send an email, SMS, or in-app notification to the rep.

Benefits:

• Ensures hot leads are handled by the most suitable sales rep.
• Balances workload among the team.
• Promotes swift follow-up on high-priority leads.

Example 2: Nurturing Sales Qualified Lead

Objective: Keep potential leads engaged with smart content to move them down the sales funnel thanks to HubSpot automation tool.

Drip Campaigns

Automate educational content delivery to nurture leads and establish your brand as an industry expert. Create a series of emails that provide valuable insights and tips relevant to the lead’s interests.

Tip : Leverage if/then branches and personalization tokens to ensure that each email in the series resonates with the recipient.

Re-engagement Campaigns

Target inactive contacts with tailored messages to reignite their interest. For instance, send a ‘We Miss You’ email with a special offer or new content to re-engage them.

Check this video to see an example of a re-engagement campaign :

Benefits:

• Keeps leads informed and engaged.
• Nurturing leads helps transition them from MQL to SQL smoothly.

Example 3: Deal Stage Automation

Here is a very simple workflow example that can significantly enhance your business operations.

A deal in HubSpot represents a potential revenue opportunity within your sales pipeline, helping you track and manage the progress of each sale from initial contact to closing the deal.

Objective: Automate the progression of deals through various stages to ensure timely follow-ups and notifications.

Automate Deal Progression

Move deals through stages automatically based on specific enrollment triggers, such as form submissions or meeting bookings.

Task Generation

HubSpot workflows and sales automation work together to further automate repetitive marketing tasks, such as task creation, prompting sales reps with the right actions at the right time.

In your workflow automatically create and assign tasks for sales reps to follow up at each stage. As a deal progresses, the need for timely follow-up and automated process intensifies. For example, generate a task for a rep to send a proposal after a meeting is booked.

Here is a step-by-step tutorial explaining how to automate tasks on deal stages in HubSpot :

Closing Deal Alerts

Send internal notifications to the entire sales department when deals are won to maintain momentum. Configure workflows to ensure everyone is promptly informed when a deal closes.

Benefits:

• Streamlines the sales process.
• Ensures no opportunity is missed.
• Keeps the team motivated with real-time success alerts.

Example 4: Form Submission Follow-Ups

Objective: Automate follow-ups after form submissions to create a workflow to capture interest and maintain engagement.

Instant Thank-You Messages

Send personalized thank-you emails immediately after form submissions. Include relevant content, resources or next steps in the email to guide the recipient through the desired workflow goals and enhance their engagement.

Qualification and Lead Routing

Directing leads to the right sales or marketing team member can be the difference between a sale and a missed opportunity. HubSpot workflows qualify and route leads efficiently, using criteria like territory or product interest to ensure that leads are handled by the person best suited to meet their needs.

Tip : Implement lead scoring for efficient lead routing.

Benefits:

• Provides immediate engagement with prospects.
• Ensures leads are handled efficiently based on their needs.

Example 5: Lifecycle Stage Progression

Understanding where a lead is in the buyer’s journey allows for tailored engagement strategies.

Objective: Automatically update a lead’s lifecycle stage to ensure they receive the appropriate marketing attention.

Automated MQL Identification

Identifying marketing qualified lead (MQL) is crucial for efficient resource allocation. Use lead scoring to advance leads to MQL lead status. Assign scores based on actions like email opens, clicks, and website visits.

HubSpot workflows streamline this process by scoring leads based on their engagement, automatically advancing those who meet the criteria to MQL status and further nurturing them towards becoming sales qualified leads.

Transitioning MQLs to SQLs

The transition from MQL to SQL is an important step that requires strategic nurturing. Use personalized email sequences to further qualify leads, tailoring content based on their interactions with your brand.

Benefits:

• Keeps lead lifecycle stage updated automatically.
• Ensures leads receive the right content at the right time.

Example 6: Customer Onboarding and Success

First impressions count, and HubSpot workflows automate onboarding to deliver a personalized, consistent experience for lasting customer relationships.

Objective: Deliver a seamless onboarding experience to new customers, ensuring satisfaction and long-term retention.

Welcome Email Series

As a well-crafted welcome email series can significantly increase customer retention and revenue, send a sequence of welcome emails to new customers. Enroll contacts by starting with a friendly introduction in your welcome email and follow up with helpful resources, allowing you to maintain engagement and build upon the initial connection made at sign-up.

Here you will find three different welcome e-mail templates for your convenience.

Post-Purchase Satisfaction Surveys

Feedback is essential for improvement, and post-purchase satisfaction surveys provide valuable insights. HubSpot workflows automate these surveys, sending them at optimal times so customers have a chance to fully experience the product or service before sharing their feedback. This helps gather useful information to enhance future offerings.

Discover effective customer satisfaction survey examples and templates to boost your feedback collection and improve your services :

Benefits:

• Enhances customer experience from the start.
• Provides valuable insights for service improvement.

Example 7: Event Management

Events are a fantastic way to engage with prospects and customers, but managing them can be daunting; HubSpot workflows simplify this by automating these tasks.

Objective: Automate the promotion and management of events to ensure high engagement and attendance.

Automated Invitations

Send personalized invitations to relevant contacts. Use workflows to segment your audience and send targeted invites.

Event Reminders

Ensuring that registered attendees actually show up is critical. HubSpot workflows reduce no-shows by automatically sending event reminders, keeping the event top-of-mind and increasing the likelihood of a high turnout.

By effectively managing these reminders, the workflow's enrollment rate increases, highlighting the benefit of using these reminders to not only reduce no-shows but also to monitor and improve the overall workflow's enrollment rate increases because of events managed through HubSpot workflows.

Post-Event Follow-Ups

Send follow-up emails to nurture leads after the event, including highlights and additional resources. This increases event attendance and engagement, keeping your brand top-of-mind before and after the event.

Example 8: Sales and Marketing Alignment

Aligning sales and marketing is essential for business success, and HubSpot workflows help bridge this gap.

Objective: Improve coordination between sales and marketing to become customer success teams and enhance lead management and conversion.

Lead Scoring and Handoff

A well-defined lead scoring system ensures that only the most engaged and qualified leads, are passed from marketing to sales. HubSpot workflows facilitate this transition smoothly, with automated notifications alerting sales reps to take immediate action on high-scoring leads.

Feedback Loop Creation

Continuous improvement is key in sales and marketing alignment. HubSpot workflows create feedback loops that enable both teams to refine their strategies based on real-world data and collaborative insights, ensuring that the lead handoff process is as effective as possible.

Example 9: Ticket Feedback System

Enhance your customer service with HubSpot workflows that automate the collection of feedback on resolved issues, ensuring continuous improvement in customer satisfaction.

Objective: Automate feedback collection after ticket resolution to improve customer service quality.

Feedback Collection Automation

Automate the process of gathering feedback from customers once their tickets are resolved. Set up workflows to send an email to customers two days after their ticket closes, inviting them to provide feedback on how well their issue was handled.

Utilizing Feedback for Improvement

Collect and analyze the feedback to identify areas for improvement. Use the insights gained to enhance your customer service strategies and training programs.

Benefits:

• Gathers valuable feedback for service improvement.
• Enhances customer satisfaction by addressing areas of concern.
• Provides actionable insights to train and support your customer service team better.

Example 10: Old Leads Re-Engagement

Maximize your conversion opportunities by re-engaging old leads through automated reminders, ensuring no lead is overlooked.

Objective: Automate follow-up reminders for sales representatives to re-engage old leads and increase conversion chances.

Follow-Up Reminder Automation

Set up workflows to remind sales representatives to follow up with leads that have not been contacted in over 8 weeks. This ensures that no potential lead slips through the cracks and every opportunity for conversion is maximized.

Maintaining Consistent Engagement

Re-engage leads who were not ready to make a purchase decision initially by prompting timely follow-ups. This keeps your sales pipeline active and increases the likelihood of turning old leads into customers.

Benefits:

• Ensures consistent follow-up with potential leads.
• Maximizes conversion opportunities by re-engaging old leads.
• Helps maintain an active and dynamic sales pipeline.

Key Takeaways

• Distribute leads based on criteria, use equitable round-robin assignments, and set up immediate lead notifications for efficient follow-up and increased chances of conversion.
• Create tasks for sales based on contact date properties or HubSpot lead status, ensuring efficient and timely actions.
• Deliver targeted content through educational drip campaigns, run re-engagement campaigns for inactive contacts, automate deal progression, generate follow-up tasks, and notify teams of deal closings to maintain productivity and momentum in the sales pipeline.