A information for B2B SaaS corporations

When B2B SaaS corporations determine emigrate from legacy CRM techniques, certainly one of their greatest considerations isn‘t simply transferring information—it’s guaranteeing their current advertising and 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 desires that?

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

To make your workflow automation migration as clean as potential, 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 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

Section 1: Important 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: Type 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 danger: 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

Objective: 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 inside 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 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 robotically transfer leads by means of your funnel levels.

HubSpot setup:

Set off: Contact property modifications (Lead Rating, Engagement Degree, or Demo Request)
Actions: Replace lifecycle stage, assign lead proprietor, ship inside notifications
Key function: 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 depend upon this one working appropriately

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

Objective: Information new clients by means of implementation milestones

HubSpot setup:

Set off: Deal closes gained
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 growth income
Enterprise affect: Poor onboarding can enhance churn by 75%
Time sensitivity: New clients count on instant onboarding communication

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

5. Buyer Well being Rating Monitoring Workflow

Objective: Proactively establish 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 information, 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 observe: Well being scoring fashions may have adjustment for HubSpot’s calculation strategies.

Section 3: Progress and Optimization Workflows

6. Deserted Trial Restoration Sequence

Objective: 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 through API)
Actions: Ship useful suggestions e-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 crucial
Restoration potential: Can get well 10-15% of deserted trials
Decrease urgency: Trial customers count on some delay in follow-up

7. Renewal Alternative Creation Workflow

Objective: 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: Essential for predictable income, however has an extended timeline
Planning horizon: 90-day advance discover permits for migration timing

Income affect: Firms with automated renewal processes see 18% greater renewal charges.

Section 4: Enhancement Workflows

8. Lead Nurturing by Business Workflow

Objective: Ship industry-specific content material to prospects

HubSpot setup:

Set off: Contact property “Business” is understood
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 progress however do not break current enterprise
Optimization focus: These enhance efficiency moderately than keep it

Knowledge level: Segmented nurture campaigns see 25% greater open charges than generic campaigns.

9. Occasion Registration and Comply with-up Workflow

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

HubSpot setup:

Set off: Registration type submission
Actions: Ship affirmation e-mail with calendar invite, add to occasion reminder sequence, section for post-event follow-up
Submit-event: Ship recording, associated sources, schedule follow-up based mostly on attendance

Time to implement: 5-7 hours

Why final: Assist progress however do not break current enterprise
Optimization focus: These enhance efficiency moderately than keep it

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

10. Aggressive Intelligence Workflow

Objective: 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: Assist progress however do not break current enterprise
Optimization focus: These enhance efficiency moderately 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 could have.

Checklist all of your present CRM processes — how leads are available in, 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.

Be taught HubSpot’s fashion.

HubSpot works in a different way from most legacy CRMs. It is all about workflows that set off robotically when sure issues occur (like when somebody fills out a type 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 find out 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 components of your outdated system that by no means labored fairly proper.

Begin small.

Do not attempt to rebuild every thing without delay. Choose your most necessary course of (often lead follow-up) and get that working completely earlier than transferring on to the subsequent one.

Check every thing.

Earlier than you go stay, run your workflows with just a few check contacts to make sure they work such as you count on. Belief me, it is a lot simpler to repair points earlier than your entire crew is utilizing it.

Maintain bettering.

As soon as it is working, verify your workflow studies frequently. HubSpot exhibits you precisely the place individuals are getting caught, so you may preserve bettering.

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 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 resulting from a number of components.

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 making an attempt 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 akin to the e-mail platform or touchdown web page builder, whose connections should be rebuilt together with your new system.

Totally different set off logic. Your outdated 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. 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 info your automation wants is definitely there
Check 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 preserve our present automation processes after switching CRMs?

You possibly can preserve 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 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, however it would possibly look totally different. Historic studies may have rebuilding, and a few information relationships would possibly change. At all times export every thing out of your outdated system earlier than beginning, and preserve that outdated system accessible for at the least 6 months as a backup.