HubSpot Implementation: 5 CRM Workflows Every Business Should Automate For Efficiency

HubSpot CRM is an incredibly powerful tool that helps businesses manage relationships, track sales, and nurture leads. However, without automation, many teams spend unnecessary hours on repetitive tasks, missing out on opportunities for efficiency and growth.

By leveraging HubSpot’s automation workflows and utilising HubSpot expertise, businesses can streamline operations, engage customers more effectively, and free up valuable time for high-impact activities. Whether you’re a small business or an enterprise, automation can significantly enhance your CRM strategy.

At Project36, a Platinum HubSpot Agency Partner, we’ve seen the role that automation can have in scaling businesses.

In this guide, we’ll explore the five HubSpot CRM workflows that every business should automate to improve efficiency, boost sales, and enhance customer experience.

Introduction to HubSpot CRM Workflows

HubSpot CRM workflows are a game-changer for businesses looking to automate processes, improve efficiency, and enhance customer experiences. These powerful automation tools enable businesses to create customised, trigger-based sequences that streamline operations—whether it's nurturing leads, following up on sales, or onboarding new customers.

With HubSpot CRM workflows, businesses can eliminate repetitive manual tasks such as sending follow-up emails, updating contact records, or assigning leads to sales reps. This automation not only saves time and resources but also ensures consistent and timely engagement, leading to higher conversion rates and stronger customer relationships.

By leveraging HubSpot's automation capabilities, businesses can optimise their sales and marketing efforts while delivering a more personalised experience at every touchpoint. This results in increased productivity, improved pipeline management, and a seamless journey for prospects and customers alike.

Understanding HubSpot Hubs and Workflow Automation

HubSpot Hubs offer an all-in-one solution to unify marketing, sales, and customer service efforts. The suite includes the Marketing Hub, Sales Hub, Service Hub, and CMS Hub, each designed to support specific business functions while integrating seamlessly with workflow automation.

One of the most powerful features of HubSpot’s Hubs is workflow automation, enabling businesses to streamline operations across multiple departments. From automating lead nurturing campaigns to triggering personalised sales follow-ups and resolving customer queries instantly, HubSpot ensures every interaction is efficient and impactful.

By integrating HubSpot Hubs with workflow automation, businesses can create end-to-end processes that eliminate bottlenecks, boost productivity, and drive sustainable growth. The platform’s highly customisable automation capabilities allow teams to tailor workflows to their unique needs—whether it’s refining sales pipelines, improving customer retention, or optimising marketing engagement.

For businesses looking to scale, HubSpot’s automation tools provide the agility and efficiency needed to stay ahead. Whether you're optimising your sales process or enhancing marketing campaigns, HubSpot delivers the flexibility, intelligence, and automation required to fuel business success.

1. Lead Nurturing Workflow

One of the biggest challenges businesses face is turning leads into customers. Maintaining accurate HubSpot data is crucial for effective lead nurturing, as it ensures that prospects receive personalised and relevant content. Prospects often require multiple touchpoints before making a decision, and a well-structured lead nurturing workflow ensures they receive relevant content at the right time.

How It Works:

• When a lead fills out a form, downloads an eBook, or subscribes to your newsletter, they are automatically added to the workflow.

• Based on their behaviour, HubSpot sends personalised follow-up emails with educational content, case studies, or special offers.

• If a lead engages with the content (opens emails, clicks links, etc.), they may be moved to the next stage, such as a sales-qualified lead (SQL).

• Leads who don’t engage can be nurtured further with additional emails or re-engagement tactics.

Key Benefits:

✅ Saves time: Eliminates manual follow-ups and ensures every lead receives timely engagement.

✅ Improves conversions: Keeps leads engaged with relevant content that moves them down the sales funnel.

✅ Increases efficiency: Ensures your sales team focuses on the most engaged prospects.

Example Workflow:

1. Trigger: Lead downloads a whitepaper.

2. Email 1: Thank you email with a link to the resource.

3. Delay: Wait 3 days.

4. Email 2: A related blog post or case study to provide additional value.

5. Delay: Wait 5 days.

6. Email 3: An invitation to book a demo or consultation.

7. If No Engagement: Lead enters a separate workflow for re-engagement.

2. New Customer HubSpot Onboarding Workflow

First impressions matter. Implementing custom integrations during the onboarding process is crucial for optimising HubSpot's functionality and aligning it with specific business needs. A smooth onboarding experience can set the stage for long-term customer success and retention. An automated onboarding workflow ensures every new customer receives the guidance they need.

How It Works:

• When a new customer signs up, they receive a welcome email outlining the next steps.

• A series of emails over the next few weeks walks them through key features, FAQs, and best practices.

• Customers are encouraged to take important actions (e.g., setting up their profile, integrating with other tools, or attending a training webinar).

• If they haven’t completed key steps, reminder emails are sent to keep them engaged.

Key Benefits:

✅ Reduces churn: Helps new customers get value from your product or service quickly.

✅ Enhances customer experience: Provides structured guidance without overwhelming them.

✅ Saves time for support teams: Automates answers to common questions.

Example Workflow:

1. Trigger: New customer purchase.

2. Email 1: Welcome email with login details and onboarding checklist.

3. Delay: Wait 3 days.

4. Email 2: Tutorial video or article on getting started.

5. Delay: Wait 7 days.

6. Email 3: Customer success story to inspire action.

7. If No Engagement: Follow-up reminder to complete onboarding.

3. Deal Follow-Up Workflow

Not every sales conversation leads to an immediate close. Working with a HubSpot Partner can provide tailored follow-up strategies to ensure optimised use of the HubSpot platform for driving business growth. Sometimes, potential customers need additional information, encouragement, or a reminder to take action. A deal follow-up workflow ensures no opportunity is forgotten.

How It Works:

• If a deal is marked as “Pending” or “Stalled” in the CRM, HubSpot automatically triggers a follow-up sequence.

• Personalised emails are sent, including testimonials, case studies, or time-sensitive offers.

• If the prospect engages, a notification is sent to the sales rep to reach out personally.

• If there’s no response after multiple touchpoints, the prospect is added to a long-term nurture campaign.

Key Benefits:

✅ Prevents lost deals: Keeps leads engaged even if they’re not ready to buy immediately.

✅ Improves close rates: Uses strategic follow-ups to re-engage prospects.

✅ Saves sales reps time: Automates the outreach process while keeping it personalized.

Example Workflow:

1. 1Trigger: Deal marked as “Pending” for 7 days.

2. Email 1: Friendly follow-up with relevant case study.

3. Delay: Wait 5 days.

4. Email 2: Special discount or limited-time offer.

5. Delay: Wait 7 days.

6. Email 3: Last chance email, offering a consultation with a sales rep.

4. Customer Re-Engagement Workflow

Even engaged customers can go quiet over time. Re-engagement strategies are adaptable across various industries, ensuring that businesses can effectively reconnect with their unique customer bases. A re-engagement workflow helps bring inactive contacts back into the conversation.

How It Works:

• If a lead or customer hasn’t engaged in 60-90 days, the workflow is triggered.

• A series of emails highlights new content, exclusive offers, or personalised recommendations.

• If they re-engage, they are funnelled into the appropriate sales or marketing workflow.

• If they remain inactive, they may be removed from your marketing list to keep your CRM data clean.

Key Benefits:

✅ Increases customer retention: Reconnects with disengaged contacts.

✅ Reduces list decay: Ensures your CRM database remains relevant and engaged.

✅ Boosts revenue: Encourages previous customers to make another purchase.

Example Workflow:

1. Trigger: Contact inactive for 90 days.

2. Email 1: Personalised message with a special offer or update.

3. Delay: Wait 7 days.

4. Email 2: “We Miss You” message with a limited-time discount.

5. If No Engagement: Unsubscribe from marketing emails.

5. Internal Notification Workflow for Sales & Support Teams

Automation isn’t just for customers—it can also streamline internal communication. A HubSpot Partner Agency can play a crucial role in optimising internal workflows by providing tailored strategies and in-depth audits. An internal notification workflow keeps teams aligned and responsive.

How It Works:

• When a high-value lead reaches a specific engagement threshold, sales reps receive an automatic notification.

• If a support ticket is left unresolved for too long, managers are alerted.

• If a deal is about to close, key stakeholders receive updates to prepare next steps.

Key Benefits:

✅ Improves response times: Ensures no opportunity or issue is overlooked.

✅ Enhances team collaboration: Keeps marketing, sales, and support aligned.

✅ Boosts efficiency: Reduces manual tracking and follow-ups.

Final Thoughts: Start Automating for Growth

HubSpot CRM automation isn’t just about efficiency—it’s about delivering a seamless experience for both customers and your internal teams. A HubSpot Partner Agency can play a crucial role in driving growth through automation by providing tailored strategies and in-depth audits.

By automating lead nurturing, onboarding, deal follow-ups, re-engagement, and internal notifications, businesses can save time, increase conversions, and improve customer satisfaction.

Looking to optimise your HubSpot CRM workflows? Our HubSpot agency specialises in the implementation of automated workflows that streamline onboarding, enhance customer engagement, and drive business growth.

Whether you need help setting up lead nurturing, sales automation, or internal notifications, we ensure a seamless HubSpot experience tailored to your needs. Get in touch today!