Pro tips for using HubSpot workflows in Sales

HubSpot workflows aren’t just for marketing—they’re a powerful tool for sales teams to automate follow-ups, stay organised, and close deals faster. Here’s how to use workflows to streamline your sales process and boost efficiency.

1️⃣ Automate Lead Assignment for Faster Follow-Ups

Timing is everything in sales. Don’t let hot leads sit in the queue.

Set up a round-robin lead assignment workflow to distribute new leads evenly across your sales team.
Automatically notify the assigned rep via email or Slack so they can act fast.
Use lead scoring to prioritise high-intent prospects.

💡 Pro Tip: Set an alert if a rep hasn’t reached out within a set timeframe to keep leads from going cold.

2️⃣ Set Up Personalised Follow-Up Sequences

Don’t let deals slip through the cracks. Use workflows to send personalised, automated follow-ups based on a prospect’s actions.

Send an email if a lead hasn’t replied within a certain timeframe.
Create task reminders for reps to follow up manually.
Trigger a follow-up call task after a prospect downloads a key resource.

💡 Pro Tip: Use if/then logic to customise workflows based on lead behaviour, ensuring the right message at the right time.

3️⃣ Automate Deal & Pipeline Updates

Manually updating deals can slow your team down. Instead, let workflows do the work.

Move deals through the pipeline when a key action is completed (e.g., a contract is sent).
Automatically update deal properties when a lead reaches a new stage.
Create tasks for the sales team when deals hit critical points, like a demo being scheduled.

💡 Pro Tip: Set up a workflow to send alerts when a deal has been stalled for too long, prompting action.

4️⃣ Re-Engage Cold or Stalled Deals

Not every deal closes immediately—but that doesn’t mean it’s lost forever.

Use workflows to re-engage inactive prospects after 30, 60, or 90 days.
Send a “Still Interested?” email or a valuable piece of content.
Create a task for reps to check in with personalised outreach.

💡 Pro Tip: Add closed-lost deals to a nurture workflow to keep them engaged for future opportunities.

5️⃣ Keep Your data up -to-date

An organised CRM makes sales more efficient. Workflows can help:

Automatically archive old contacts who haven’t engaged in months.
Set reminders for reps to update deal records.
Assign properties like lead source, industry, or persona to keep your database structured.

💡 Pro Tip: Set up a workflow that reminds reps to add notes after calls and meetings, keeping deal data fresh.

6️⃣ Keep Your Workflows Clean & Organised

Don’t let your workflows get messy!

Use clear naming conventions (e.g., “Pipeline update - Lifecycle Stage”).
Add notes & labels to keep track of complex workflows.
Use folders to keep everything structured.

💡Pro Tip: Regularly audit your workflows. Make sure outdated workflows are turned off or removed, avoiding unnecessary automations and avoid duplication.

HubSpot sales workflows help your team work smarter, close deals faster, and stay organised. By automating key tasks and follow-ups, your reps can focus on selling, not admin work—and that’s how you scale success. 🚀