HubsPot Automation

HubSpot Automation Workflow

Workflow Diagram

flowchart TD
  A[Form Submission → Request a Quote]:::node --> A1{Consent Given}
  A1 -- No --> AX[Stop - No Consent]:::warn
  A1 -- Yes --> A2[Capture Hidden Fields: utm source, campaign, gclid]:::node
  A2 --> A3{Duplicate Lead Check}:::decision
  A3 -- Yes --> A4[Update existing Contact or Deal]:::node
  A3 -- No --> B[Create Deal: New Lead, Stage = New]:::node

  B --> C[Assign Owner by Region or Language]:::node
  B --> D[Send Thank-you Email with Booking Link]:::node
  D --> D1[Increment Email Sent Count]:::mut

  D --> E{Opened or Clicked within 48h}:::decision
  E -- Yes --> F[Lifecycle Stage = MQL, Lead Status = Engaged]:::good
  E -- No --> G[Re-engage with Email + SMS Reminder]:::node
  G --> G1[Decrease Engagement Score]:::mut

  F --> H[Meeting Booked, Stage = Meeting Scheduled]:::node
  H --> I[Send Pre-consult Pack and Reminders]:::node
  I --> I1[Create Advisor Tasks, SLA Timer = 7 days]:::mut
  I1 --> I2{Activity within SLA}:::decision
  I2 -- No --> I3[Slack Alert + SLA Breach Tag]:::warn
  I2 -- Yes --> I4[Proceed]:::good

  H --> K[Deal Stage = Closed Won]:::good
  K --> L[Webhook to Billing System: Policy + Revenue]:::node
  L --> M[Update Deal: Policy Issued, Lifecycle = Customer]:::good

  M --> N[Aftercare Workflow: Care Tips, Check-ins]:::node
  N --> O[Send Review Request and Referral Program]:::node
  O --> P[Attribution Report: ROI and Conversion Rates]:::report

  classDef node fill:#fff,stroke:#555,stroke-width:1.1,rx:6,ry:6;
  classDef decision fill:#f7f7f7,stroke:#888,stroke-dasharray:3 3,rx:6,ry:6;
  classDef good fill:#eaffea,stroke:#31a24c;
  classDef warn fill:#fff3cd,stroke:#e0a800;
  classDef mut fill:#eef5ff,stroke:#3d6dcc;
  classDef report fill:#f0f9ff,stroke:#0ea5e9;