When B2B SaaS corporations resolve emigrate from legacy CRM programs, one among their largest issues isn‘t simply transferring information—it’s guaranteeing their present advertising automation workflows proceed working with out interruption. A single hole in automated nurture sequences or lead scoring can imply misplaced alternatives and confused prospects, and who needs that?
The stakes are excessive: A botched migration can misplace or muddle your information, reminiscent of buyer information, buy historical past, lead data, and pricing tiers.
To make your workflow automation migration as easy as doable, I’ll break down the ten advertising automation workflow templates for B2B SaaS corporations migrating CRMs. I will even let you know in what order you need to migrate your workflows to keep away from information loss or different transition nightmares.
Desk of Contents
10 Advertising and marketing Automation Workflow Templates for B2B SaaS Corporations Transitioning from Legacy CRMs
Section 1: Vital Income Workflows
1. Demo Request Response Automation
The objective of a demo request response automation workflow is to instantly reply to and schedule demo requests.
HubSpot setup:
Set off: Kind submission on demo request web page
Actions: Ship immediate affirmation e-mail, create deal, assign to gross sales rep based mostly on territory, add to “Demo Requested” sequence
Enhancement: Use HubSpot’s assembly scheduling software integration
Time to implement: 2-4 hours
Why first: Highest conversion charge touchpoint
Income threat: Any delay in demo scheduling instantly loses offers
Migration complexity: Low — simple set off/motion setup
Why it issues: Demo requests have the very best conversion charges, so any delay in responding to demo requests instantly impacts income.
2. Gross sales Certified Lead (SQL) Handoff Workflow
Function: Seamless transition from advertising to gross sales
HubSpot setup:
Set off: Lead rating reaches SQL threshold OR particular motion taken (pricing web page go to + demo request)
Actions: Assign to gross sales rep, ship inner notification, add to gross sales sequence, schedule follow-up reminder
SLA: Automated escalation if no gross sales contact inside 24 hours
Time to implement: 2-4 hours
Why second: Maintains marketing-to-sales velocity
Income threat: Breaks the whole lead pipeline if not working
Vital issue: Requires alignment between advertising and gross sales groups
Vital success issue: This workflow requires tight coordination between advertising and gross sales groups throughout migration.
3. Lead Lifecycle Development Workflow
The aim of a lead lifecycle development workflow is to robotically transfer leads by your funnel levels.
HubSpot setup:
Set off: Contact property modifications (Lead Rating, Engagement Stage, or Demo Request)
Actions: Replace lifecycle stage, assign lead proprietor, ship inner notifications
Key characteristic: Use HubSpot’s native lead scoring vs. recreating complicated legacy CRM scoring guidelines
Time to implement: 6-10 hours
Why third: Handles 60-80% of your lead quantity
Income threat: Leads get caught in fallacious levels, affecting reporting and follow-up
Basis: Different workflows rely on this one working accurately
Migration tip: This workflow sometimes handles 60-80% of your lead quantity, so check totally earlier than going stay.
Section 2: Buyer Success Workflows
4. Buyer Onboarding Development Workflow
Function: Information new clients by implementation milestones
HubSpot setup:
Set off: Deal closes received
Actions: Enroll in onboarding e-mail sequence, create onboarding duties, assign buyer success supervisor
Milestones: Welcome (Day 0), Setup reminder (Day 3), First success check-in (Day 14), 30-day well being rating
Time to implement: 8-12 hours
Why fourth: Straight impacts churn charges and enlargement income
Enterprise influence: Poor onboarding can improve churn by 75%
Time sensitivity: New clients anticipate rapid onboarding communication
Migration precedence: Excessive — buyer success workflows instantly influence churn charges.
5. Buyer Well being Rating Monitoring Workflow
Function: Proactively determine at-risk clients
HubSpot setup:
Set off: Buyer well being rating drops beneath threshold
Actions: Alert buyer success supervisor, add to retention marketing campaign, schedule check-in name
Information sources: Product utilization information, assist ticket frequency, fee historical past
Time to implement: 12-16 hours
Why fifth: Prevents income loss from churn
Strategic worth: Proactive retention is 5-7x cheaper than buying new clients
Migration observe: Well being scoring fashions might have adjustment for HubSpot’s calculation strategies.
Section 3: Progress and Optimization Workflows
6. Deserted Trial Restoration Sequence
Function: Re-engage trial customers who have not logged in not too long ago
HubSpot setup:
Set off: Contact hasn’t engaged with product for 3 days (tracked by way of API)
Actions: Ship useful suggestions e-mail, provide buyer success name, present tutorial assets
Timing: Day 3, Day 7, Day 12 touchpoints
Time to implement: 2-4 hours
Why sixth: Excessive ROI however not instantly vital
Restoration potential: Can recuperate 10-15% of deserted trials
Decrease urgency: Trial customers anticipate some delay in follow-up
7. Renewal Alternative Creation Workflow
Function: Routinely create renewal alternatives and begin the renewal course of
HubSpot setup:
Set off: 90 days earlier than contract renewal date
Actions: Create renewal deal, assign to account supervisor, enroll contact in renewal nurture sequence
Automation: Generate renewal proposal template, schedule renewal dialogue
Time to implement: 3-5 hours
Why seventh: Essential for predictable income, however has an extended timeline
Planning horizon: 90-day advance discover permits for migration timing
Income influence: Corporations with automated renewal processes see 18% larger renewal charges.
Section 4: Enhancement Workflows
8. Lead Nurturing by Trade Workflow
Function: Ship industry-specific content material to prospects
HubSpot setup:
Set off: Contact property “Trade” is thought
Actions: Add to industry-specific e-mail lists, ship related case research, tag for industry-specific campaigns
Personalization: Use HubSpot’s sensible content material options
Time to implement: 6-8 hours
Why final: Assist development however do not break present enterprise
Optimization focus: These enhance efficiency fairly than keep it
Information level: Segmented nurture campaigns see 25% larger open charges than generic campaigns.
9. Occasion Registration and Comply with-up Workflow
Function: Handle webinar/occasion registrations and post-event nurturing
HubSpot setup:
Set off: Registration kind submission
Actions: Ship affirmation e-mail with calendar invite, add to occasion reminder sequence, phase for post-event follow-up
Submit-event: Ship recording, associated assets, schedule follow-up based mostly on attendance
Time to implement: 5-7 hours
Why final: Assist development however do not break present enterprise
Optimization focus: These enhance efficiency fairly than keep it
Integration tip: Join together with your webinar platform (Zoom, GoToWebinar) for seamless information circulation.
10. Aggressive Intelligence Workflow
Function: Monitor prospects researching opponents
HubSpot setup:
Set off: Web site customer views competitor comparability pages OR mentions competitor in kind
Actions: Add to aggressive battlecard sequence, alert gross sales workforce, present aggressive positioning content material
Intelligence: Monitor aggressive mentions for market insights
Time to implement: 3-4 hours
Why final: Assist development however do not break present enterprise
Optimization focus: These enhance efficiency fairly than keep it
Strategic worth: Helps gross sales groups put together for aggressive offers and improves win charges.
How do I map legacy CRM processes to HubSpot B2B SaaS workflows?
Begin with what you might have.
Record all of your present CRM processes — how leads are available in, how gross sales observe up, and what occurs after somebody turns into a buyer. Do not overthink it; simply write down what truly occurs day-to-day.
Be taught HubSpot’s type.
HubSpot works in another way from most legacy CRMs. It is all about workflows that set off robotically when sure issues occur (like when somebody fills out a kind or opens an e-mail). Take a while to mess around in HubSpot and see how workflows perform.
Map it out step-by-step.
For every course of you presently have, determine learn how to recreate it in HubSpot. The excellent news? You do not have to repeat every thing precisely – that is your probability to repair these annoying elements of your previous system that by no means labored fairly proper.
Begin small.
Do not attempt to rebuild every thing directly. Decide your most vital course of (often lead follow-up) and get that working completely earlier than transferring on to the subsequent one.
Take a look at every thing.
Earlier than you go stay, run your workflows with just a few check contacts to make sure they work such as you anticipate. Belief me, it is a lot simpler to repair points earlier than your complete workforce is utilizing it.
Hold bettering.
As soon as it is working, verify your workflow reviews repeatedly. HubSpot reveals you precisely the place individuals are getting caught, so you may maintain bettering.
The most important mindset shift? Consider HubSpot as your new automated assistant that by no means forgets to observe up, fairly than only a place to retailer contact data.
Workflow Migration Q&A
Why is my advertising automation not working after switching CRMs?
Your advertising automation not working after switching CRMs might doubtless be because of a number of elements.
Your information received messy within the transfer. Names of contact properties may need modified, or a few of your information didn‘t switch correctly. Test in case your automation is attempting to make use of fields that don’t exist anymore or have totally different formatting. For instance, in case your previous system referred to as it “Lead Supply” and HubSpot calls it “Unique Supply,” your workflows will not know what to search for.
Integrations broke. Your advertising automation doubtless relied on connections between your previous CRM and instruments reminiscent of the e-mail platform or touchdown web page builder, whose connections have to be rebuilt together with your new system.
Completely different set off logic. Your previous automation may need triggered when “Lead Standing = Scorching” however now you want it to activate when “Lifecycle Stage = Advertising and marketing Certified Lead.” Your workflow automation logic is identical, however the language is totally different.
Permissions and settings. Generally, automation will get turned off throughout migration, consumer permissions are modified, or email-sending domains have to be re-verified.
Fast troubleshooting steps:
Test in case your workflows are literally turned on (sounds apparent, however occurs on a regular basis)
Take a look at your contact information to see if the information your automation wants is definitely there
Take a look at with your self as a contact to see the place issues break down
Test your e-mail deliverability settings if e-mail automation is not working
Can we maintain our present automation processes after switching CRMs?
You may maintain most of your workflow automation processes after switching CRMS, however keep in mind that switching CRMs supplies a great opportunity to enhance your processes. Ask your self: “Is our automation working nicely, or are we simply used to the method?” Many companies discover that their new CRM works higher when simplifying overly complicated workflows.
Will we lose our information as we migrate advertising automation workflows from legacy CRMs to CRMs like HubSpot?
Your information will switch, but it surely may look totally different. Historic reviews might have rebuilding, and a few information relationships may change. At all times export every thing out of your previous system earlier than beginning, and maintain that previous system accessible for a minimum of 6 months as a backup.
