When B2B SaaS corporations resolve emigrate from legacy CRM programs, one in every of their largest issues isn‘t simply shifting knowledge—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?
The stakes are excessive: A botched migration can misplace or muddle your knowledge, resembling buyer information, buy historical past, lead info, and pricing tiers.
To make your workflow automation migration as clean as attainable, I’ll break down the ten advertising and marketing automation workflow templates for B2B SaaS corporations migrating CRMs. I am going to even inform you in what order it’s best to migrate your workflows to keep away from knowledge loss or different transition nightmares.
Desk of Contents
10 Advertising and marketing Automation Workflow Templates for B2B SaaS Corporations Transitioning from Legacy CRMs
Part 1: Important Income Workflows
1. Demo Request Response Automation
The purpose 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 on the spot 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 fee touchpoint
- Income threat: Any delay in demo scheduling straight 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 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: 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 your entire lead pipeline if not working
- Important issue: Requires alignment between advertising and marketing and gross sales groups
Important 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 threat: Leads get caught in flawed levels, affecting reporting and follow-up
- Basis: Different workflows rely upon this one working accurately
Migration tip: This workflow sometimes handles 60-80% of your lead quantity, so check totally earlier than going reside.
Part 2: Buyer Success Workflows
4. Buyer Onboarding Development Workflow
Goal: Information new clients via implementation milestones
HubSpot setup:
- Set off: Deal closes gained
- 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 affect: Poor onboarding can increase churn by 75%
- Time sensitivity: New clients anticipate fast onboarding communication
Migration precedence: Excessive — buyer success workflows straight affect 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
- Knowledge sources: Product utilization knowledge, help ticket frequency, cost 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 word: Well being scoring fashions may 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 just 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 assets
- Timing: Day 3, Day 7, Day 12 touchpoints
Time to implement: 2-4 hours
- Why sixth: Excessive ROI however not instantly crucial
- Restoration potential: Can get better 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: Essential for predictable income, however has an extended timeline
- Planning horizon: 90-day advance discover permits for migration timing
Income affect: Corporations with automated renewal processes see 18% larger 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 development however do not break present enterprise
- Optimization focus: These enhance efficiency moderately than preserve it
Knowledge level: Segmented nurture campaigns see 25% larger 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 type submission
- Actions: Ship affirmation electronic mail with calendar invite, add to occasion reminder sequence, phase for post-event follow-up
- Put up-event: Ship recording, associated assets, schedule follow-up based mostly on attendance
Time to implement: 5-7 hours
- Why final: Help development however do not break present enterprise
- Optimization focus: These enhance efficiency moderately than preserve it
Integration tip: Join together with your webinar platform (Zoom, GoToWebinar) for seamless knowledge movement.
10. Aggressive Intelligence Workflow
Goal: Monitor prospects researching opponents
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 crew, present aggressive positioning content material
- Intelligence: Monitor aggressive mentions for market insights
Time to implement: 3-4 hours
- Why final: Help development however do not break present enterprise
- Optimization focus: These enhance efficiency moderately 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 may have.
Listing all of your present CRM processes — how leads are available, how gross sales comply with up, and what occurs after somebody turns into a buyer. Do not overthink it; simply write down what truly occurs day-to-day.
Study HubSpot’s model.
HubSpot works in another way 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 perform.
Map it out step-by-step.
For every course of you at present have, determine methods to recreate it in HubSpot. The excellent news? You do not have to repeat all the pieces 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 all the pieces 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 all the pieces.
Earlier than you go reside, 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 entire crew is utilizing it.
Maintain enhancing.
As soon as it is working, verify your workflow experiences repeatedly. HubSpot reveals you precisely the place individuals are getting caught, so you may hold enhancing.
The largest mindset shift? Consider HubSpot as your new automated assistant that by no means forgets to comply with up, moderately than only a place to retailer contact information.
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 may probably be attributable to a number of components.
Your knowledge received messy within the transfer. Names of contact properties might need modified, or a few of your knowledge 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 and marketing automation probably relied on connections between your previous CRM and instruments resembling the e-mail platform or touchdown web page builder, whose connections should be rebuilt together with your new system.
Completely different set off logic. Your previous automation might 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. Typically, automation will get turned off throughout migration, person permissions are modified, or email-sending domains should 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 electronic mail deliverability settings if electronic mail automation is not working
Can we hold our present automation processes after switching CRMs?
You may hold most of your workflow automation processes after switching CRMS, however keep in mind that switching CRMs offers 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 advanced workflows.
Will we lose our knowledge as we migrate advertising and marketing automation workflows from legacy CRMs to CRMs like HubSpot?
Your knowledge will switch, but it surely may look totally different. Historic experiences may have rebuilding, and a few knowledge relationships may change. At all times export all the pieces out of your previous system earlier than beginning, and hold that previous system accessible for at the least 6 months as a backup.
