A information for B2B SaaS firms

When B2B SaaS firms resolve emigrate from legacy CRM programs, considered one of their greatest issues isn‘t simply shifting information—it’s guaranteeing their present advertising automation workflows proceed operating 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, comparable to buyer information, buy historical past, lead info, and pricing tiers.

To make your workflow automation migration as clean as potential, I’ll break down the ten advertising automation workflow templates for B2B SaaS firms migrating CRMs. I will even inform you in what order you need to migrate your workflows to keep away from information loss or different transition nightmares.

Desk of Contents

10 Advertising Automation Workflow Templates for B2B SaaS Firms Transitioning from Legacy CRMs

Part 1: Essential Income Workflows

1. Demo Request Response Automation

The objective of a demo request response automation workflow is to right away reply to and schedule demo requests.

HubSpot setup:

• Set off: Kind submission on demo request web page
• Actions: Ship instantaneous affirmation electronic mail, create deal, assign to gross sales rep primarily based on territory, add to “Demo Requested” sequence
• Enhancement: Use HubSpot’s assembly scheduling instrument integration

Time to implement: 2-4 hours

• Why first: Highest conversion price touchpoint
• Income danger: Any delay in demo scheduling immediately loses offers
• Migration complexity: Low — easy set off/motion setup

Why it issues: Demo requests have the very best conversion charges, so any delay in responding to demo requests immediately impacts income.

2. Gross sales Certified Lead (SQL) Handoff Workflow

Goal: 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 danger: Breaks all the lead pipeline if not working
• Essential issue: Requires alignment between advertising and gross sales groups

Essential 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 way of your funnel phases.

HubSpot setup:

• Set off: Contact property modifications (Lead Rating, Engagement Degree, 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 danger: Leads get caught in flawed phases, affecting reporting and follow-up
• Basis: Different workflows rely on this one working appropriately

Migration tip: This workflow usually handles 60-80% of your lead quantity, so take a look at completely earlier than going stay.

Part 2: Buyer Success Workflows

4. Buyer Onboarding Development Workflow

Goal: Information new clients by way of implementation milestones

HubSpot setup:

• Set off: Deal closes received
• Actions: Enroll in onboarding electronic 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: Instantly impacts churn charges and growth income
• Enterprise impression: Poor onboarding can improve churn by 75%
• Time sensitivity: New clients count on rapid onboarding communication

Migration precedence: Excessive — buyer success workflows immediately impression churn charges.

5. Buyer Well being Rating Monitoring Workflow

Goal: 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, help 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 be aware: Well being scoring fashions might have adjustment for HubSpot’s calculation strategies.

Part 3: Development and Optimization Workflows

6. Deserted Trial Restoration Sequence

Goal: Re-engage trial customers who have not logged in lately

HubSpot setup:

• Set off: Contact hasn’t engaged with product for 3 days (tracked through API)
• Actions: Ship useful suggestions electronic mail, supply buyer success name, present tutorial sources
• Timing: Day 3, Day 7, Day 12 touchpoints

Time to implement: 2-4 hours

• Why sixth: Excessive ROI however not instantly essential
• Restoration potential: Can recuperate 10-15% of deserted trials
• Decrease urgency: Trial customers count on some delay in follow-up

7. Renewal Alternative Creation Workflow

Goal: Mechanically 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: Necessary for predictable income, however has an extended timeline
• Planning horizon: 90-day advance discover permits for migration timing

Income impression: Firms with automated renewal processes see 18% increased renewal charges.

Part 4: Enhancement Workflows

8. Lead Nurturing by Business Workflow

Goal: Ship industry-specific content material to prospects

HubSpot setup:

• Set off: Contact property “Business” is understood
• Actions: Add to industry-specific electronic 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: Help progress however do not break present enterprise
• Optimization focus: These enhance efficiency reasonably than preserve it

Information level: Segmented nurture campaigns see 25% increased open charges than generic campaigns.

9. Occasion Registration and Comply with-up Workflow

Goal: Handle webinar/occasion registrations and post-event nurturing

HubSpot setup:

• Set off: Registration kind submission
• Actions: Ship affirmation electronic mail with calendar invite, add to occasion reminder sequence, phase for post-event follow-up
• Submit-event: Ship recording, associated sources, schedule follow-up primarily based on attendance

Time to implement: 5-7 hours

• Why final: Help progress however do not break present enterprise
• Optimization focus: These enhance efficiency reasonably than preserve it

Integration tip: Join along with your webinar platform (Zoom, GoToWebinar) for seamless information circulate.

10. Aggressive Intelligence Workflow

Goal: Observe prospects researching rivals

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: Observe aggressive mentions for market insights

Time to implement: 3-4 hours

• Why final: Help progress however do not break present enterprise
• Optimization focus: These enhance efficiency reasonably than preserve 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’ve.

Listing 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 model.

HubSpot works otherwise 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 electronic mail). Take a while to mess around in HubSpot and see how workflows operate.

Map it out step-by-step.

For every course of you at present have, work out the right way to recreate it in HubSpot. The excellent news? You do not have to repeat every little thing precisely – that is your likelihood to repair these annoying components of your previous system that by no means labored fairly proper.

Begin small.

Do not attempt to rebuild every little thing directly. Decide your most vital course of (normally lead follow-up) and get that working completely earlier than shifting on to the following one.

Take a look at every little thing.

Earlier than you go stay, run your workflows with a couple of take a look at contacts to make sure they work such as you count on. Belief me, it is a lot simpler to repair points earlier than your complete workforce is utilizing it.

Hold enhancing.

As soon as it is operating, test your workflow experiences repeatedly. HubSpot reveals you precisely the place persons are getting caught, so you possibly can hold enhancing.

The largest mindset shift? Consider HubSpot as your new automated assistant that by no means forgets to observe up, reasonably 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 may seemingly be resulting from a number of elements.

Your information obtained messy within the transfer. Names of contact properties might need modified, or a few of your information didn‘t switch correctly. Verify in case your automation is attempting to make use of fields that don’t exist anymore or have completely different formatting. For instance, in case your previous system known as it “Lead Supply” and HubSpot calls it “Unique Supply,” your workflows will not know what to search for.

Integrations broke. Your advertising automation seemingly relied on connections between your previous CRM and instruments comparable to the e-mail platform or touchdown web page builder, whose connections must be rebuilt along with your new system.

Totally different set off logic. Your previous automation might need triggered when “Lead Standing = Sizzling” however now you want it to activate when “Lifecycle Stage = Advertising Certified Lead.” Your workflow automation logic is identical, however the language is completely different.

Permissions and settings. Generally, automation will get turned off throughout migration, consumer permissions are modified, or email-sending domains must be re-verified.

Fast troubleshooting steps:

• Verify in case your workflows are literally turned on (sounds apparent, however occurs on a regular basis)
• Have a look at your contact information to see if the info your automation wants is definitely there
• Take a look at with your self as a contact to see the place issues break down
• Verify your electronic mail deliverability settings if electronic mail automation is not working

Can we hold our present automation processes after switching CRMs?

You possibly can hold 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 effectively, 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, nevertheless it may look completely different. Historic experiences might have rebuilding, and a few information relationships may change. All the time export every little thing out of your previous system earlier than beginning, and hold that previous system accessible for not less than 6 months as a backup.