When B2B SaaS corporations make a decision emigrate from legacy CRM programs, one in every of their greatest considerations isn‘t simply shifting information—it’s making sure their current advertising automation workflows proceed working with out interruption. A unmarried hole in automatic nurture sequences or lead scoring can imply misplaced alternatives and perplexed possibilities, and who desires that?
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The stakes are prime: A botched migration can misplace or litter your information, corresponding to buyer data, acquire historical past, lead data, and pricing tiers.
To make your workflow automation migration as clean as imaginable, I can damage down the ten advertising automation workflow templates for B2B SaaS corporations migrating CRMs. I’m going to even inform you in what order you must 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
- How do I map legacy CRM processes to HubSpot B2B SaaS workflows?
- Workflow Migration Q&A
10 Advertising and marketing Automation Workflow Templates for B2B SaaS Firms Transitioning from Legacy CRMs
Segment 1: Crucial Income Workflows
1. Demo Request Reaction Automation
The purpose of a demo request reaction automation workflow is to instantly reply to and time table demo requests.
HubSpot setup:
- Cause: Shape submission on demo request web page
- Movements: Ship rapid affirmation e mail, create deal, assign to gross sales rep in keeping with territory, upload to “Demo Asked” collection
- Enhancement: Use HubSpot’s assembly scheduling device integration
Time to put into effect: 2-4 hours
- Why first: Very best conversion price touchpoint
- Income menace: Any lengthen in demo scheduling without delay loses offers
- Migration complexity: Low — easy cause/motion setup
Why it issues: Demo requests have the very best conversion charges, so any lengthen in responding to demo requests without delay affects income.
2. Gross sales Certified Lead (SQL) Handoff Workflow
Goal: Seamless transition from advertising to gross sales
HubSpot setup:
- Cause: Lead ranking reaches SQL threshold OR particular motion taken (pricing web page talk over with + demo request)
- Movements: Assign to gross sales rep, ship interior notification, upload to gross sales collection, time table follow-up reminder
- SLA: Computerized escalation if no gross sales touch inside 24 hours
Time to put into effect: 2-4 hours
- Why 2nd: Maintains marketing-to-sales speed
- Income menace: Breaks all the lead pipeline if no longer running
- Crucial issue: Calls for alignment between advertising and gross sales groups
Crucial luck issue: This workflow calls for tight coordination between advertising and gross sales groups right through migration.
3. Lead Lifecycle Development Workflow
The aim of a lead lifecycle development workflow is to mechanically transfer leads thru your funnel levels.
HubSpot setup:
- Cause: Touch belongings adjustments (Lead Ranking, Engagement Stage, or Demo Request)
- Movements: Replace lifecycle level, assign lead proprietor, ship interior notifications
- Key characteristic: Use HubSpot’s local lead scoring vs. recreating complicated legacy CRM scoring regulations
Time to put into effect: 6-10 hours
- Why 3rd: Handles 60-80% of your lead quantity
- Income menace: Leads get caught in flawed levels, affecting reporting and follow-up
- Basis: Different workflows rely on this one running appropriately
Migration tip: This workflow most often handles 60-80% of your lead quantity, so take a look at completely prior to going are living.
Segment 2: Buyer Luck Workflows
4. Buyer Onboarding Development Workflow
Goal: Information new shoppers thru implementation milestones
HubSpot setup:
- Cause: Deal closes gained
- Movements: Sign up in onboarding e mail collection, create onboarding duties, assign buyer luck supervisor
- Milestones: Welcome (Day 0), Setup reminder (Day 3), First luck check-in (Day 14), 30-day well being ranking
Time to put into effect: 8-12 hours
- Why fourth: Immediately affects churn charges and enlargement income
- Industry have an effect on: Deficient onboarding can build up churn through 75%
- Time sensitivity: New shoppers be expecting instant onboarding verbal exchange
Migration precedence: Prime — buyer luck workflows without delay have an effect on churn charges.
5. Buyer Well being Ranking Tracking Workflow
Goal: Proactively determine at-risk shoppers
HubSpot setup:
- Cause: Buyer well being ranking drops under threshold
- Movements: Alert buyer luck supervisor, upload to retention marketing campaign, time table check-in name
- Knowledge assets: Product utilization information, enhance price tag frequency, fee historical past
Time to put into effect: 12-16 hours
- Why 5th: Prevents income loss from churn
- Strategic price: Proactive retention is 5-7x inexpensive than obtaining new shoppers
Migration word: Well being scoring fashions would possibly want adjustment for HubSpot’s calculation strategies.
Segment 3: Expansion and Optimization Workflows
6. Deserted Trial Restoration Series
Goal: Re-engage trial customers who have not logged in lately
HubSpot setup:
- Cause: Touch hasn’t engaged with product for three days (tracked by the use of API)
- Movements: Ship useful guidelines e mail, be offering buyer luck name, supply instructional assets
- Timing: Day 3, Day 7, Day 12 touchpoints
Time to put into effect: 2-4 hours
- Why 6th: Prime ROI however no longer instantly essential
- Restoration attainable: Can recuperate 10-15% of deserted trials
- Decrease urgency: Trial customers be expecting some lengthen in follow-up
7. Renewal Alternative Introduction Workflow
Goal: Routinely create renewal alternatives and get started the renewal procedure
HubSpot setup:
- Cause: 90 days prior to contract renewal date
- Movements: Create renewal deal, assign to account supervisor, sign up touch in renewal nurture collection
- Automation: Generate renewal proposal template, time table renewal dialogue
Time to put into effect: 3-5 hours
- Why 7th: Necessary for predictable income, however has an extended timeline
- Making plans horizon: 90-day advance realize permits for migration timing
Income have an effect on: Firms with automatic renewal processes see 18% upper renewal charges.
Segment 4: Enhancement Workflows
8. Lead Nurturing through Business Workflow
Goal: Ship industry-specific content material to possibilities
HubSpot setup:
- Cause: Touch belongings “Business” is understood
- Movements: Upload to industry-specific e mail lists, ship related case research, tag for industry-specific campaigns
- Personalization: Use HubSpot’s good content material options
Time to put into effect: 6-8 hours
- Why remaining: Beef up expansion however do not damage current industry
- Optimization focal point: Those give a boost to efficiency somewhat than care for it
Knowledge level: Segmented nurture campaigns see 25% upper open charges than generic campaigns.
9. Tournament Registration and Observe-up Workflow
Goal: Set up webinar/occasion registrations and post-event nurturing
HubSpot setup:
- Cause: Registration shape submission
- Movements: Ship affirmation e mail with calendar invite, upload to occasion reminder collection, phase for post-event follow-up
- Put up-event: Ship recording, comparable assets, time table follow-up in keeping with attendance
Time to put into effect: 5-7 hours
- Why remaining: Beef up expansion however do not damage current industry
- Optimization focal point: Those give a boost to efficiency somewhat than care for it
Integration tip: Attach along with your webinar platform (Zoom, GoToWebinar) for seamless information go with the flow.
10. Aggressive Intelligence Workflow
Goal: Observe possibilities researching competition
HubSpot setup:
- Cause: Web page customer perspectives competitor comparability pages OR mentions competitor in shape
- Movements: Upload to aggressive battlecard collection, alert gross sales crew, supply aggressive positioning content material
- Intelligence: Observe aggressive mentions for marketplace insights
Time to put into effect: 3-4 hours
- Why remaining: Beef up expansion however do not damage current industry
- Optimization focal point: Those give a boost to efficiency somewhat than care for it
Strategic price: Is helping gross sales groups get ready for aggressive offers and improves win charges.
How do I map legacy CRM processes to HubSpot B2B SaaS workflows?
Get started with what you have got.
Record your whole present CRM processes — how leads are available in, how gross sales stick with up, and what occurs after any person turns into a buyer. Do not overthink it; simply write down what if truth be told occurs daily.
Be told HubSpot’s taste.
HubSpot works another way from maximum legacy CRMs. It is all about workflows that cause mechanically when sure issues occur (like when any person fills out a kind or opens an e mail). Take a little time to mess around in HubSpot and spot how workflows serve as.
Map it out step-by-step.
For each and every procedure you presently have, work out how you can recreate it in HubSpot. The excellent news? You do not have to duplicate the entirety precisely – that is your likelihood to mend the ones stressful portions of your previous device that by no means labored fairly proper.
Get started small.
Do not attempt to rebuild the entirety immediately. Select your maximum essential procedure (most often lead follow-up) and get that running completely prior to shifting directly to the following one.
Take a look at the entirety.
Sooner than you move are living, run your workflows with a couple of take a look at contacts to make sure they paintings like you are expecting. Believe me, it is a lot more straightforward to mend problems prior to your entire crew is the usage of it.
Stay bettering.
As soon as it is working, verify your workflow reviews incessantly. HubSpot displays you precisely the place individuals are getting caught, so you’ll stay bettering.
The most important mindset shift? Recall to mind HubSpot as your new automatic assistant that by no means forgets to stick with up, somewhat than only a position to retailer touch information.
Workflow Migration Q&A
Why is my advertising automation no longer running after switching CRMs?
Your advertising automation no longer running after switching CRMs may most likely be because of a number of components.
Your information were given messy within the transfer. Names of touch homes may have modified, or a few of your information didn‘t switch correctly. Test in case your automation is making an attempt to make use of fields that don’t exist anymore or have other formatting. As an example, in case your previous device referred to as it “Lead Supply” and HubSpot calls it “Unique Supply,” your workflows would possibly not know what to search for.
Integrations broke. Your advertising automation most likely trusted connections between your previous CRM and gear corresponding to the e-mail platform or touchdown web page builder, whose connections wish to be rebuilt along with your new device.
Other cause good judgment. Your previous automation may have induced when “Lead Standing = Scorching” however now you want it to turn on when “Lifecycle Degree = Advertising and marketing Certified Lead.” Your workflow automation good judgment is identical, however the language is other.
Permissions and settings. Infrequently, automation will get grew to become off right through migration, consumer permissions are modified, or email-sending domain names wish to be re-verified.
Fast troubleshooting steps:
- Test in case your workflows are if truth be told grew to become on (sounds glaring, however occurs at all times)
- Take a look at your touch data to look if the information your automation wishes is if truth be told there
- Take a look at with your self as a touch to look the place issues damage down
- Test your e mail deliverability settings if e mail automation is not running
Are we able to stay our present automation processes after switching CRMs?
You’ll stay maximum of your workflow automation processes after switching CRMS, however take note that switching CRMs supplies a very good likelihood to give a boost to your processes. Ask your self: “Is our automation running neatly, or are we simply used to the method?” Many companies to find that their new CRM works higher when simplifying overly complicated workflows.
Do we lose our information as we migrate advertising automation workflows from legacy CRMs to CRMs like HubSpot?
Your information will switch, however it would glance other. Historic reviews would possibly want rebuilding, and a few information relationships may trade. All the time export the entirety out of your previous device prior to beginning, and stay that previous device available for a minimum of 6 months as a backup.
