Unlock Growth: 5 HubSpot CRM Automations Every Founder Needs

This guide will show you 5 simple but powerful HubSpot CRM automations every founder can set up today. We will give you easy steps and clear examples so you can start right away.

What is HubSpot CRM Automation and Why Does It Matter for Founders?

HubSpot CRM automation means setting up rules inside your HubSpot account. When a specific event happens (like someone fills out a form), HubSpot automatically takes another action (like sending an email or creating a task).

For busy founders, this means:

• Saving Time: Stop doing repetitive tasks yourself.
• No Missed Steps: Ensure nothing falls through the cracks.
• Better Customer Experience: Respond quickly and consistently.
• More Sales: Nurture leads better and follow up faster.
• Growth: Free up time to focus on bigger strategic goals for your business.

1. Instant Lead Assignment and Notification

Imagine a potential customer just filled out your "contact us" form or downloaded your new e-book. They are interested! You need to respond quickly. If you wait, they might go to a competitor. This automation ensures your sales team (even if that’s just you) gets the lead fast.

Why Every Founder Needs It:
Speed matters in sales. The first one to connect often wins the deal. This CRM automation helps you keep your sales pipeline flowing efficiently. It means no hot leads are lost because of slow follow-up. It makes your lead management process smooth.

How to Set It Up (Simplified):

1. Go to Workflows: In your HubSpot account, go to Automation > Workflows.
2. Start from Scratch: Click "Create workflow" and choose "Start from scratch." Select "Contact-based."
3. Set Your Trigger: Click "Set up triggers." Choose "Form submission." Pick the specific form (e.g., "Contact Us Form").
4. Add Actions:
   • Click the + sign.
   • Assign Contact Owner: Select this action. Choose "Rotate leads to users" or "Assign to a specific user" (like yourself or your sales rep). This automatically assigns the lead to someone.
   • Send Internal Email Notification: Click + again. Choose this action. Type your email subject (e.g., "New Lead from Website - [Contact First Name]!"). In the body, pull in contact details (like name, email, company). Send it to yourself or your sales team's email.
   • Create Task: Optional but great. Create a task like "Call new lead - [Contact First Name]" with a due date (e.g., today).

Example in Action:
A new visitor fills out your "Request a Demo" form on your website.

• HubSpot automatically: Assigns the lead to "Sales Rep Alex."
• HubSpot automatically: Sends an email to Alex saying, "New Hot Lead: Amina Abdi (Amina@example.com) wants a demo!"
• HubSpot automatically: Creates a task for Alex: "Call Amina Abdi for Demo - Due Today."
  Alex gets the notification instantly, making them ready to jump on the sales lead. This sales automation ensures no lead is missed.

2. Automated Welcome and Nurture for New Contacts

Once someone shows interest in your product or service, you do not want to bombard them with sales calls right away. You want to welcome them, share valuable content, and build trust. This is where an automated welcome series, or lead nurturing, comes in handy.

Why Every Founder Needs It:
A strong email marketing welcome sequence introduces your brand, provides value, and gently moves leads closer to becoming customers. It sets the tone for your relationship and makes sure every new contact gets the right initial message. This helps with automated follow-up without extra work from you.

How to Set It Up (Simplified):

1. Go to Workflows: Again, go to Automation > Workflows.
2. Start from Scratch: Create a "Contact-based" workflow.
3. Set Your Trigger: Choose when a contact becomes a "New Contact" or submits a specific "Marketing Form."
4. Add Actions (Email Sequence):
   • Send Email: Click + and choose "Send Email." Select your pre-written "Welcome to [Your Company]" email.
   • Delay: Click + and choose "Delay." Set it for "3 days."
   • Send Email: Click + again. Send a second email (e.g., "Our Best Resources for [Their Industry]").
   • Delay: Add another delay (e.g., "5 days").
   • Send Email: Send a third email (e.g., "A Special Offer Just For You!").
   • (Optional: Add branches based on email opens or clicks for more advanced nurturing.)

Example in Action:
Someone signs up for your newsletter or free trial.

• HubSpot automatically: Sends them a "Welcome to [Your Service]!" email right away.
• HubSpot automatically: 3 days later, sends an email linking to your best blog posts or a case study.
• HubSpot automatically: 5 days after that, sends a personalized offer to upgrade or learn more.
  This ensures continuous marketing automation and engages new contacts without you sending emails manually.

3. Automated Task Creation for Deals

Your sales process has specific steps: prospect, discovery, proposal, closing. As deals move through your sales pipeline, certain actions need to happen. Missing a follow-up or a specific step can cost you the deal. This automation creates tasks for your team, keeping your sales cycle on track.

Why Every Founder Needs It:
This keeps your sales team (or just you) organized and ensures every opportunity gets the attention it needs. It helps manage your sales pipeline effectively, so you never miss a critical follow-up or action. This boosts sales efficiency.

How to Set It Up (Simplified):

1. Go to Workflows: Automation > Workflows.
2. Start from Scratch: This time, choose "Deal-based" workflow.
3. Set Your Trigger: Choose "Deal stage changed to..." and select a key stage (e.g., "Discovery Meeting Scheduled" or "Proposal Sent").
4. Add Action:
   • Create Task: Click + and choose "Create Task."
   • Task Title: "Follow Up on [Deal Name] - Proposal Sent."
   • Due Date: "2 days after workflow enrollment."
   • Assignee: Assign it to the deal owner (the person managing the deal).
   • Task Type: "Call" or "Email."

Example in Action:
A deal you are working on moves from "Qualification" to "Proposal Sent" in your HubSpot CRM deals pipeline.

• HubSpot automatically: Creates a task for the sales rep: "Follow Up on Acme Corp Proposal" due in 2 days.
  The sales rep sees this task in their daily to-do list, ensuring they do not forget to check in on the proposal, increasing the chances of a won deal. This is powerful sales workflow automation.

4. Simple Customer Onboarding Checklist

Getting a new customer is exciting! But the work doesn't stop there. You need to ensure they have a smooth onboarding experience to become happy, long-term clients. This automation helps you provide a consistent, great customer onboarding process.

Why Every Founder Needs It:
Happy customers stay with you longer and refer others. A messy onboarding leads to frustration. This automation ensures every new client gets the same welcoming process, boosting customer satisfaction and customer retention. It makes your client management smoother.

How to Set It Up (Simplified):

1. Go to Workflows: Automation > Workflows.
2. Start from Scratch: Use a "Contact-based" workflow or "Deal-based" (if deals become customers).
3. Set Your Trigger: Choose "Contact property Lifecycle Stage is known and is equal to Customer." (Or, when a deal Deal Stage is Closed Won).
4. Add Actions (Task Creation):
   • Create Task: "Send Welcome Kit to [Contact Name]." Assign to whoever handles onboarding.
   • Create Task: "Schedule Onboarding Call with [Contact Name]." Assign to onboarding specialist.
   • Send Email: (Internal) "New Customer Alert: [Contact Name]!" to notify your support team.
   • Send Email: (External) "Welcome to the Family, [Contact Name]!" with links to help docs or initial steps.

Example in Action:
You mark a deal as "Closed Won" in HubSpot.

• HubSpot automatically: Sends a "Welcome Aboard!" email to the new customer with a link to their Getting Started guide.
• HubSpot automatically: Creates a task for your customer success team: "Schedule Onboarding Call for Amina from Acme Corp."
• HubSpot automatically: Creates a task for your fulfillment team: "Prepare Welcome Kit for Acme Corp."
  This ensures every step in the customer success journey happens like clockwork, without you needing to remember each tiny detail.

5. Win-Back and Re-engagement for Stalled Leads or Lost Deals

Not every lead becomes a customer right away, and sometimes deals fall through. Do not give up on them forever! Many potential sales come from re-engaging with contacts who previously showed interest but then went quiet.

Why Every Founder Needs It:
These are warm leads, not cold calls. You already know they had some interest. Re-engagement can bring lost leads back into your sales pipeline at a lower cost than finding brand new ones. This makes your lead generation more effective and your overall marketing automation smarter.

How to Set It Up (Simplified):

1. Go to Workflows: Automation > Workflows.
2. Start from Scratch: "Contact-based" or "Deal-based."
3. Set Your Trigger (Option A: Contact hasn't engaged):
   • Contact property Last Engagement Date is more than 90 days ago.
   • AND Lifecycle Stage is not equal to Customer.
4. Set Your Trigger (Option B: Deal was lost):
   • Deal property Deal Stage is equal to Lost.
   • AND Deal property Date of Last Stage Change is more than 30 days ago.
5. Add Actions:
   • Send Email: (External) "Are you still interested, [First Name]?" with a quick check-in.
   • Delay: Set for "7 days."
   • Send Email: (External) "We've got something new for you, [First Name]!" and share an updated resource or a special offer.
   • Rotate Leads/Assign Task: (If they click a link in the re-engagement email) you could then create a task for a rep or re-assign the contact to a new nurturing path.

Example in Action:
A lead downloaded your e-book six months ago but hasn't opened any emails since.

• HubSpot automatically: Identifies this "stalled lead."
• HubSpot automatically: Sends an email: "Did you miss us? We just released our new guide on [Topic] – check it out!"
• HubSpot automatically: 7 days later, if no open, sends another email with a specific, time-sensitive offer to re-spark interest.
  This re-engagement campaign keeps your inactive leads warm and helps you win back potential business without manual effort.

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