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HubSpot Workflows - Advanced Automation Tips

10 Advanced Automation Tricks to Supercharge Your Marketing and Sales


Let’s face it—if you’re not automating your marketing and sales processes in HubSpot, you’re wasting a whole lot of time and leaving revenue on the table. HubSpot workflows are a powerhouse for getting things done while you focus on the big picture. From lead scoring to personalized nurturing and task automation, these advanced tricks will help you get the most out of your HubSpot account.


Here are 10 advanced HubSpot workflow automations to take your marketing and sales game from good to “Whoa, how did they do that?”


1. Lead Scoring: Don’t Waste Time on Bad Leads

Lead scoring is the secret weapon for your sales team. Rather than manually guessing which leads are worth pursuing, automate the process that dynamically scores leads based on engagement, demographics, and behavior.


How to set it up:

  • Create custom lead scoring criteria in HubSpot Properties based on actions like email opens, page views, and form submissions.

  • Set up a workflow to trigger actions when a lead hits a specific score, like notifying sales or pushing them into a nurture campaign.

Pro tip: Combine lead scoring with behavior-based segmentation for hyper-personalized nurturing campaigns.



2. Task Automation: Say Goodbye to Manual Follow-Ups

We get it—manual follow-ups are a pain. Instead, set up workflows that automatically assign tasks to your sales reps when a lead completes a specific action. Whether it's downloading an eBook or hitting a certain lead score, your reps will never miss an opportunity again.


How to set it up:

  • Create a workflow that triggers when leads meet a certain criteria, like a form submission or reaching a particular lifecycle stage.

  • Use the "Create Task" action to automatically assign tasks to sales reps, complete with due dates and notes.

Pro tip: Set tasks to trigger based on lead activity timing, ensuring your follow-ups are timely but not too pushy.


3. Personalized Lead Nurturing Based on Behavior

Personalized lead nurturing doesn’t have to be manual. HubSpot workflows let you create highly customized nurturing sequences based on each lead’s behavior, guiding them down the funnel at just the right pace.


How to set it up:

  • Segment your audience into lists based on actions like content downloads, email clicks, or page visits.

  • Build workflows that send tailored email sequences, each one speaking directly to the lead’s interests and pain points.

Pro tip: Use conditional branches in your workflows to create different paths depending on how leads interact with your content.



4. Automate Lifecycle Stage Progressions

Tired of manually updating lifecycle stages? You should be. With workflows, HubSpot can automatically move leads through different stages based on their interactions. Whether it’s moving a lead from Subscriber to Marketing Qualified Lead (MQL) or from Opportunity to Customer, it’s all hands-free.


How to set it up:

  • Use workflows to trigger based on lead activity like form submissions or meeting a lead score threshold.

  • Automate the update of lifecycle stages to reflect where your leads are in the sales funnel.

Pro tip: Combine lifecycle stage updates with lead scoring to keep your pipeline moving at lightning speed.



5. Re-engage Cold Leads Without Lifting a Finger

Got a list of leads that went cold? Don’t leave them hanging—re-engage them automatically with a win-back workflow. Send targeted emails designed to spark interest and get them back into your pipeline.


How to set it up:

  • Build a workflow that triggers after a lead hasn’t interacted with your brand for a set period of time (e.g., 60 days).

  • Send a sequence of “we miss you” emails with offers, content, or invitations to re-engage.


Pro tip: Offer a time-sensitive incentive to get those cold leads back in action.


6. Sales Handoff: Automated, Smooth, and Seamless

Stop losing leads in the awkward transition from marketing to sales. With HubSpot workflows, you can ensure a seamless handoff once a lead is qualified, complete with notifications to the sales team and relevant lead insights.


How to set it up:

  • Create a workflow that triggers when a lead reaches a certain score or lifecycle stage.

  • Use the internal notification action to alert your sales reps with all the important lead details, so they’re prepared before even making contact.


Pro tip: Include contextual information like the content they engaged with or pain points they mentioned to set your sales team up for success.


7. Automate Customer Onboarding: Start the Relationship Right

Why should automation stop once you close the deal? Automate your customer onboarding process to ensure every new client gets a consistent, branded experience from day one.


How to set it up:

  • Trigger workflows when a deal is marked as “Closed-Won” in HubSpot.

  • Send new customers a welcome email, product setup guides, or onboarding documents—whatever they need to get started.


Pro tip: Include follow-up emails with check-ins at key points (e.g., 7 days, 30 days) to ensure your new customers are fully engaged.


8. Automated Deal Rotation: Make Sure No Lead Slips Through the Cracks

If you have a rotating sales team, HubSpot workflows can make sure every lead gets evenly distributed. Set up automatic deal rotation, ensuring no sales rep is left twiddling their thumbs while another is drowning in leads.


How to set it up:

  • Create a workflow that triggers every time a new lead meets certain criteria.

  • Use the “Rotate Deal Owner” action to automatically assign the lead to the next available rep.


Pro tip: Pair deal rotation with task automation so every lead gets immediate follow-up, regardless of who’s handling it.


9. Internal Notifications for Time-Sensitive Actions

Sometimes, leads take actions that require immediate attention—like downloading a pricing guide or requesting a demo. HubSpot workflows can trigger internal notifications in real-time, ensuring no one drops the ball on a high-value lead.


How to set it up:

  • Build a workflow that triggers based on specific form submissions or lead behavior (like visiting your pricing page).

  • Use the "Internal Email" or "Notification" action to alert the right people as soon as the lead takes action.


Pro tip: Combine notifications with task automation so your team can follow up quickly and consistently.


10. Close the Loop on Campaign Reporting

Tired of manually digging through data to figure out what’s working and what’s not? Automate your campaign reporting using workflows and custom reports in HubSpot. Get the data sent straight to your inbox and impress your boss without lifting a finger.


How to set it up:

  • Build custom reports for metrics like email open rates, lead generation, and conversion rates.

  • Use workflows to trigger an internal email with the report, sent at regular intervals (weekly, monthly).


Pro tip: Use HubSpot’s Campaigns Tool to track your entire funnel from ad clicks to closed deals and automate follow-ups based on performance.



Wrapping It Up: Let HubSpot Work for You


These advanced HubSpot workflow tricks can take your marketing and sales efforts from “meh” to "wow.” Whether you’re automating lead scoring, personalizing nurturing campaigns, or saving your sales team from drowning in manual tasks, HubSpot has you covered.

Automation doesn’t mean losing the personal touch—it means freeing up time to focus on the strategies that drive results. So, roll up your sleeves, set up these workflows, and let HubSpot do the heavy lifting.


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