HubSpot Workflows That Power Our Own Sales Engine

We use HubSpot every day—and here’s precisely how.

We don’t just set up HubSpot for clients.  We use it ourselves. Every. Single. Day.

From lead capture to follow-up, from meeting reminders to deal stage nudges—our sales engine is 90% automated, running on well-planned HubSpot workflows.

Today, we’re opening up our playbook and sharing the exact workflows we use to stay organised, move faster, and close better.

Instant Task Creation After Form Submission

Whenever someone fills out a demo or consultation form:

• A task is instantly created for our team
• It’s assigned to the right rep (based on round-robin or source)
• The due date is set within 1 business day
• The contact record is updated with a lifecycle stage

Why it works:
No lead gets ignored. Everyone receives a prompt, personalised response.

Automated Lead Qualification Workflow

If a new lead fills out specific qualifying fields (budget, company size, etc.), we:

• Automatically update the lead score
• Assign lifecycle stage (MQL/SQL)
• Route high-fit leads directly to the sales team
• Trigger an internal Slack notification

Why it works:
Our representatives don’t waste time reviewing low-fit leads—they focus on those who match our Ideal Customer Profile (ICP).

Follow-Up Sequence for No-Shows

If someone books a meeting but doesn’t show up:

• Workflow waits 1 hour after a missed meeting
• Sends a polite “Hey, looks like we missed you” email
• Includes a link to reschedule
• Optionally notifies the rep to check in personally

Why it works:
We recover missed opportunities without manual reminders.

Post-Call Follow-Up + Deal Creation

After a meeting is marked as “completed” in the calendar:

• Workflow creates a deal in the correct pipeline
• Sends a “Thank you” + summary email
• Assigns a follow-up task for the next step (proposal, case study, etc.)
• Updates the deal stage automatically if needed

Why it works:
We never forget to follow up, and the pipeline remains updated in real-time.

Lead Re-engagement for Cold Contacts

If a lead hasn’t responded in 14+ days:

• They get added to a light re-engagement workflow
• Sends 1–2 helpful emails (blog, checklist, webinar replay)
• If no action after that, we pause for now, but mark them for a future campaign

Why it works:
We stay top of mind without being pushy, and keep our database warm.

Final Thought

The best part?  Once these workflows are built, they run in the background, saving hours every week and maintaining consistency in our sales system.

If you’re doing everything manually or relying on reps to remember every step, this is your sign to automate smarter.