Overview

HubSpot workflows are the automation backbone of modern sales teams. But most teams only use a fraction of what's possible. This guide provides 15 workflow examples that cover the full sales cycle—from lead capture to closed deal and beyond.

What we'll cover:

• Lead management workflows (1-5)
• Sales engagement workflows (6-10)
• Deal and pipeline workflows (11-13)
• Post-sale workflows (14-15)

Lead Management Workflows (1-5)

1. Lead Scoring and Qualification

Trigger: Contact is created

Actions:

• Calculate lead score based on properties
• Branch by score: High (80+), Medium (40-79), Low (<40)
• High: Set lifecycle stage to SQL, notify sales
• Medium: Add to nurture sequence
• Low: Add to low-priority nurture

2. Data Enrichment Request

Trigger: Contact created with email but missing company data

Actions:

• Send webhook to enrichment provider
• Wait for webhook response
• Update contact properties with enriched data
• Re-trigger lead scoring workflow

3. Duplicate Prevention

Trigger: Contact is created

Actions:

• Check for existing contacts with same email domain
• If duplicates found, set "Potential Duplicate" flag
• Create task for data quality review

4. Lead Source Attribution

Trigger: Contact is created

Actions:

• Parse UTM parameters from original source
• Set lead source property based on UTMs
• Set campaign attribution property
• Log attribution data for reporting

5. Inbound Lead Speed-to-Lead

Trigger: Form submission on demo request form

Actions:

• Immediately rotate to available sales rep
• Send instant Slack notification
• Create high-priority task with 5-minute deadline
• Send automated acknowledgment email
• If no response in 10 minutes, escalate to manager

This implements speed-to-lead best practices.

Sales Engagement Workflows (6-10)

6. Sequence Enrollment

Trigger: Contact enters lifecycle stage "Sales Qualified Lead"

Actions:

• Branch by persona (job title pattern match)
• Enroll in persona-specific sequence
• Set sequence start date property
• Notify contact owner

7. Multi-Channel Coordination

Trigger: Email in sequence opened 3+ times

Actions:

• Create task: "Call {{contact.firstname}} - hot engagement"
• Create task: "Connect on LinkedIn"
• Send Slack alert to rep
• Update "Engagement Level" to "Hot"

8. Meeting Follow-Up

Trigger: Meeting outcome logged as "Completed"

Actions:

• Send personalized follow-up email template
• Create task: "Send relevant resources"
• Update contact lifecycle stage if appropriate
• If no next meeting scheduled, create task to schedule

9. No-Show Recovery

Trigger: Meeting outcome logged as "No Show"

Actions:

• Send "Sorry we missed you" email
• Include easy rescheduling link
• Create task to call within 1 hour
• If third no-show, deprioritize contact

10. Re-Engagement Trigger

Trigger: Contact with no activity in 30 days visits website

Actions:

• Send notification to contact owner
• Update "Last Re-engagement Date"
• If high-fit, enroll in re-engagement sequence
• Create task: "Review and reach out"

Learn more in event-driven sequences.

Deal and Pipeline Workflows (11-13)

11. Deal Stage Automation

Trigger: Deal property "Proposal Sent" is set to Yes

Actions:

• Move deal to "Proposal" stage
• Create task: "Follow up on proposal in 3 days"
• Start proposal follow-up email sequence
• Notify manager of deal progression

12. Stale Deal Alert

Trigger: Deal in stage for > stage-specific threshold

Actions:

• Send email reminder to deal owner
• Create urgent task: "Update or disqualify"
• If no action in 3 days, notify sales manager
• If no action in 7 days, auto-close as lost

13. Closed-Won Processing

Trigger: Deal stage changed to "Closed Won"

Actions:

• Update all associated contacts to "Customer"
• Remove from sales sequences
• Add to customer onboarding workflow
• Notify customer success team
• Create renewal deal for future date
• Send internal celebration notification

Post-Sale Workflows (14-15)

14. Customer Onboarding

Trigger: Contact lifecycle stage set to "Customer"

Actions:

• Assign to customer success manager
• Enroll in onboarding email sequence
• Create onboarding tasks for CS team
• Schedule 30-day check-in meeting
• Set up NPS survey trigger for Day 90

15. Renewal Alert

Trigger: Deal close date is 90 days from now (for renewal deals)

Actions:

• Notify account manager
• Create renewal preparation task
• Pull usage data for renewal conversation
• Schedule renewal meeting
• Start renewal sequence if no response

Implementation Best Practices

Start with High-Impact Workflows

Don't build all 15 at once. Start with:

1. Lead scoring (foundational)
2. Speed-to-lead (immediate revenue impact)
3. Sequence enrollment (automation win)

Test Before Launch

Use test contacts to verify workflow behavior. Check enrollment criteria, action execution, and notification delivery.

Monitor and Iterate

Review workflow analytics weekly. Which workflows have errors? Where are contacts getting stuck? Optimize continuously.

Frequently Asked Questions

Conclusion

These 15 workflows cover the core sales automation needs of high-growth teams. Implement strategically—start with highest-impact workflows, validate they work, then expand coverage.

For teams outgrowing HubSpot's native workflow capabilities, consider how context engines like Octave can add intelligence to your automation—providing the context and decisions that HubSpot workflows then execute.

Related Articles

• Lead Qualification with AI
• Speed-to-Lead Targets
• Event-Driven Sequences
• Coordinating Clay, CRM, and Sequencer
• From MQL to SQL Faster