When B2B SaaS corporations resolve emigrate from legacy CRM techniques, certainly one of their largest issues isn‘t simply transferring information—it’s guaranteeing their present marketing 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?

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The stakes are excessive: A botched migration can misplace or muddle your information, resembling buyer information, buy historical past, lead data, and pricing tiers.

To make your workflow automation migration as clean as doable, I’ll break down the ten advertising and marketing automation workflow templates for B2B SaaS corporations migrating CRMs. I am going to even let you know in what order it’s best 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 Firms Transitioning from Legacy CRMs

Part 1: Crucial 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 electronic mail, create deal, assign to gross sales rep based mostly on territory, add to “Demo Requested” sequence
  • Enhancement: Use HubSpot’s assembly scheduling tool integration

Time to implement: 2-4 hours

  • Why first: Highest conversion price touchpoint
  • Income danger: Any delay in demo scheduling straight 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 straight impacts income.

2. Gross sales Certified Lead (SQL) Handoff Workflow

Goal: Seamless transition from advertising and marketing 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: Computerized 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
  • Crucial issue: Requires alignment between advertising and marketing and gross sales groups

Crucial success issue: This workflow requires tight coordination between advertising and marketing and gross sales groups throughout migration.

3. Lead Lifecycle Development Workflow

The aim of a lead lifecycle development workflow is to routinely transfer leads via 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 advanced 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 unsuitable levels, affecting reporting and follow-up
  • Basis: Different workflows rely upon 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 dwell.

Part 2: Buyer Success Workflows

4. Buyer Onboarding Development Workflow

Goal: Information new prospects via 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: Immediately impacts churn charges and enlargement income
  • Enterprise impression: Poor onboarding can increase churn by 75%
  • Time sensitivity: New prospects anticipate speedy onboarding communication

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

5. Buyer Well being Rating Monitoring Workflow

Goal: Proactively determine at-risk prospects

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 prospects

Migration notice: Well being scoring fashions might have adjustment for HubSpot’s calculation strategies.

Part 3: Progress and Optimization Workflows

6. Deserted Trial Restoration Sequence

Goal: 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 electronic mail, supply 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 essential
  • Restoration potential: Can recuperate 10-15% of deserted trials
  • Decrease urgency: Trial customers anticipate some delay in follow-up

7. Renewal Alternative Creation Workflow

Goal: Robotically 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: Vital 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 Trade Workflow

Goal: Ship industry-specific content material to prospects

HubSpot setup:

  • Set off: Contact property “Trade” is thought
  • Actions: Add to industry-specific electronic mail lists, ship related case research, tag for industry-specific campaigns
  • Personalization: Use HubSpot’s good content material options

Time to implement: 6-8 hours

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

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

9. Occasion Registration and Observe-up Workflow

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

HubSpot setup:

  • Set off: Registration type submission
  • Actions: Ship affirmation electronic mail with calendar invite, add to occasion reminder sequence, section 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: Help progress however do not break present enterprise
  • Optimization focus: These enhance efficiency quite than keep it

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

10. Aggressive Intelligence Workflow

Goal: Observe prospects researching rivals

HubSpot setup:

  • Set off: Web site customer views competitor comparability pages OR mentions competitor in type
  • Actions: Add to aggressive battlecard sequence, alert gross sales group, 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 quite 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 will have.

Checklist all of your present CRM processes — how leads are available, how gross sales observe up, and what occurs after somebody turns into a buyer. Do not overthink it; simply write down what really occurs day-to-day.

Be taught HubSpot’s model.

HubSpot works otherwise from most legacy CRMs. It is all about workflows that set off routinely when sure issues occur (like when somebody fills out a type 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 tips on how to recreate it in HubSpot. The excellent news? You do not have to repeat all the things precisely – that is your probability to repair these annoying elements of your outdated system that by no means labored fairly proper.

Begin small.

Do not attempt to rebuild all the things without delay. Decide your most vital course of (normally lead follow-up) and get that working completely earlier than transferring on to the subsequent one.

Take a look at all the things.

Earlier than you go dwell, run your workflows with a number of take a look at contacts to make sure they work such as you anticipate. Belief me, it is a lot simpler to repair points earlier than your complete group is utilizing it.

Maintain enhancing.

As soon as it is working, test your workflow studies repeatedly. HubSpot exhibits you precisely the place individuals are getting caught, so you possibly can preserve enhancing.

The largest mindset shift? Consider HubSpot as your new automated assistant that by no means forgets to observe up, quite than only a place to retailer contact data.

Workflow Migration Q&A

Why is my advertising and marketing automation not working after switching CRMs?

Your advertising and marketing automation not working after switching CRMs might doubtless be as a consequence of a number of elements.

Your information bought messy within the transfer. Names of contact properties might 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 outdated 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 and marketing automation doubtless relied on connections between your outdated CRM and instruments resembling 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 outdated automation might need triggered when “Lead Standing = Sizzling” however now you want it to activate when “Lifecycle Stage = Advertising and marketing Certified Lead.” Your workflow automation logic is similar, however the language is totally different.

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

Fast troubleshooting steps:

  • Test 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
  • Test your electronic mail deliverability settings if electronic mail automation is not working

Can we preserve our present automation processes after switching CRMs?

You’ll be able to preserve most of your workflow automation processes after switching CRMS, however keep in mind that switching CRMs supplies a good chance 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 advanced workflows.

Will we lose our information as we migrate advertising and marketing automation workflows from legacy CRMs to CRMs like HubSpot?

Your information will switch, nevertheless it may look totally different. Historic studies might have rebuilding, and a few information relationships may change. All the time export all the things out of your outdated system earlier than beginning, and preserve that outdated system accessible for no less than 6 months as a backup.


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