Work Smarter: 5 HubSpot Workflows That Save You Hours
Because your time shouldn’t be spent chasing down leads or manually updating deal stages.
If you're using HubSpot and still copy-pasting lead info, setting reminders in sticky notes, or manually updating deals at 10 PM on a Tuesday—this one’s for you.
Let’s fix that.
Below are five workflows we use with clients that deliver actual time savings. Like hours-back-in-your-week kind of savings. These are the ones we’d set up first in any portal—no theory, just real fixes that work.
Round-robin lead assignment means less chaos for the sales team
WHAT IT DOES Automatically assigns new inbound leads to your sales team in a fair, rotating order.
WHY IT MATTERS No more Slack messages asking “who’s taking this one?”
HOW TO BUILD IT
Trigger: Contact fills out a demo or contact form
Action: Rotate record owner between selected team members
Bonus move: Add internal Slack or email notification to alert them in real time
TIME SAVED ~10 minutes per lead (and ends “lead limbo”)
Re-Engagement for Cold Contacts
WHAT IT DOES Sends a targeted nudge to leads who ghosted after their first interaction.
WHY IT MATTERS You're sitting on gold—you just haven't shaken it loose.
HOW TO BUILD IT
Trigger: Contact hasn’t opened or clicked in 30 days
Action: Enroll in re-engagement email with subject like “Still interested?”
Add: Branch logic → if engaged, notify rep; if not, update to unqualified
TIME SAVED Saves manual follow-up effort + surfaces leads that are ready again
Instant Alert When a Lead is “Hot”
WHAT IT DOES Notifies your team when a contact visits a high-intent page—like Pricing.
WHY IT MATTERS That’s your signal to move. Now.
HOW TO BUILD IT
Trigger: Page view =
/pricingor visits 3+ times in 7 daysAction: Send internal email or Slack alert to rep
Add: Update lead score + assign a task to follow up
TIME SAVED Cuts out the guesswork and automates hand-raisers
Post-Meeting Deal Progression
WHAT IT DOES Advances the deal stage and sends a follow-up email after a meeting is logged.
WHY IT MATTERS Keeps your pipeline clean without relying on reps to remember.
HOW TO BUILD IT
Trigger: Meeting booked/completed
Action: Move deal to next stage (e.g., Discovery → Proposal Sent)
Add: Send templated email: “Great meeting—here’s what’s next”
TIME SAVED Keeps deals moving without micromanagement
Feedback Loop After Closed Deal
WHAT IT DOES Collects customer feedback after a deal is won (or lost).
WHY IT MATTERS You can’t improve what you don’t ask about.
HOW TO BUILD IT
Trigger: Deal moves to Closed Won or Closed Lost
Action: Send simple feedback form (“What worked? What didn’t?”)
Add: Create internal notification if score is low
TIME SAVED Gathers insights without follow-up emails, and automates lessons learned
TL;DR: Automate What’s Obvious
Most people wait too long to build workflows because they think they need to get it perfect. Nah. You need to get it working—then refine later.
Start with these five. Then ask yourself:
What’s manual and repeatable?
What causes drop-off or delays?
Where do leads or deals fall through the cracks?
Then automate the obvious.
