Nexa Lab Blog – Keeping pace with the demands called for in running your MSP business? Learn more about HubSpot workflows with examples and how it can help you to enhance business performance.

Overwhelmed by repetitive tasks eating into your day?

You are not alone. Too many MSP owners face these challenges every day.

But what if there was a way to automate these processes and free up your time for more strategic work? That’s where HubSpot workflows come into play.

Workflows at HubSpot are the heart of powerful business automation. They are built to help you smooth out operations, nurture leads, and give customer relationships a facelift, all without continuous manual intervention.

But how do they really work, and how can they benefit your MSP business?

Today, we are going to explore more about HubSpot Workflow.

We are going to answer some of your burning questions, like What is HubSpot Workflow? What are the examples for it? And how can the Workflows be integrated with your existing software, like PSA?

Without further ado, let’s get to it.

What is HubSpot Workflows?

HubSpot workflow is a series of automated actions triggered by specific criteria or events. It’s like having a virtual assistant that works 24/7, handling tasks based on rules you set.

These workflows can be simple or complex, ranging from sending a welcome email to new subscribers to creating multi-step journeys that guide prospects through your sales funnel.

The beauty of HubSpot workflows lies in their versatility.

They can be applied across marketing, sales, and customer service functions, making them an invaluable tool for any MSP looking to scale operations efficiently.

But why should you care about workflows? Well, imagine being able to:

• Automatically segment your leads based on their behaviour
• Send personalised content to prospects at just the right time
• Follow up with customers without lifting a finger
• Keep your team informed of important updates and tasks

All of this and more is possible with HubSpot workflows. It’s not just about saving time; it’s about creating a more responsive, personalised experience for your clients and prospects.

More in Nexalab’s blog: HubSpot CRM Review: The All-in-One Solution for Business Growth

7 HubSpot Workflows Examples for Marketing & Sales

Let’s look at some practical examples of how HubSpot workflows can supercharge your MSP business. Here are some of the essentials according to post from 3andfour:

1. Lead Nurturing Workflows

Lead nurturing is crucial for MSPs, but it can be time-consuming.

With HubSpot workflows, you can create a series of targeted emails that are automatically sent to leads based on their interactions with your content.

For example, if a prospect downloads your whitepaper on cybersecurity, you could trigger a workflow that sends them related content over the next few weeks, gradually moving them down the sales funnel.

2. Welcome and Onboarding Workflows

First impressions matter. Set up a workflow to automatically send a series of welcome emails to new clients. These could include introductory information, helpful resources, and next steps in the onboarding process.

This not only saves you time but ensures a consistent, professional experience for every new client.

3. Re-engagement Workflows

We all have those leads that go cold. Instead of letting them slip away, create a re-engagement workflow. This could trigger after a period of inactivity, sending a series of emails to reignite interest in your services.

4. Event Promotion Workflows

Hosting a webinar or attending a trade show? Use workflows to promote your event, send reminders, and follow up with attendees afterwards. This ensures maximum engagement before, during, and after your event.

5. Sales Follow-up Workflows

Timely follow-ups can make or break a deal. Set up workflows to automatically send follow-up emails after initial consultations or proposals. This keeps your sales pipeline moving without constant manual intervention.

6. Customer Feedback and Survey Workflows

Regular feedback is crucial for improving your services. Create workflows that automatically send satisfaction surveys to clients after project completion or at regular intervals during ongoing services.

7. Data Cleansing and Management Workflows

Maintaining clean, up-to-date data is essential for effective marketing and sales. Set up workflows to regularly prompt your team to update contact information or to automatically categorise leads based on their interactions with your company.

Can You Integrate HubSpot Workflows with PSA Software?

Professional service automation software might be one of the most commonly used software by managed service provider businesses.

If you are thinking of using HubSpot as your software choice for marketing, there is no need to worry about siloed operations.

One of the key strengths of HubSpot workflows is its ability to integrate with other critical business tools.

This includes Professional Services Automation (PSA) software commonly used by MSPs.

This integration capability allows you to create powerful, cross-platform automations that can significantly streamline your operations.

Here’s how this might work in practice:

• When a new deal is closed in HubSpot, a workflow could automatically create a new project in your PSA software.
• Time entries logged in your PSA tool could trigger a workflow in HubSpot to update the customer’s record or initiate a billing process.
• Service tickets raised in your PSA system could activate a HubSpot workflow to send automated updates to the client.
• A HubSpot workflow could be set up to sync customer data between the two platforms, ensuring consistency across your systems.

The exact nature of these integrations will depend on the specific PSA software you’re using and the integration options available.

Popular PSA tools like ConnectWise, Autotask, and Kaseya often have established integration pathways with HubSpot.

It’s worth noting that while some integrations might be available out-of-the-box, others may require the use of middleware platforms like Zapier or custom API integrations.

Middleware integrations, while they look simple, can cost you more. It’s because you’ll need to pay a subscription for Zapier that can cost you up to $800 per year.

On the other side, API integration can be your integration alternatives. This kind of integration is more technical, meaning you need to have a developer on hand to set it up properly.

However, you can always consult an integration expert like Nexalab.

This type of integration will only cost you once for the setup and can be more cost-effective in the long run.

Additionally, working with an integration expert allows you to have a custom setup that is tailored for your needs plus a support system in place for any issues that may arise in the future.

It is more cost-effective because you do not have to pay for ongoing subscriptions or fees, and you will always have assistance when problems arise.

More in Nexalab’s blog: HubSpot CRM vs Salesforce: Choosing the Right CRM for Your Business

Conclusion

HubSpot workflows are a powerful tool that can transform the way you run your MSP business. Remember, the key to success with HubSpot workflows is to start small and iterate. Begin with a few simple workflows and gradually build more complex automations as you become more comfortable with the tool.

Investing in CRM software like HubSpot is a smart move for any business looking to improve sales, marketing, and customer service.

But to get the most out of your CRM, it needs to work with your other tools.

Nexalab’s App Integration Services can help you integrate HubSpot CRM with other essential platforms, like PSA software, for example. This means you get a complete view of your customer data, automate repetitive tasks, and personalise your customer interactions. It’s a solution that helps you get the most out of your CRM investment. Contact Nexalab today to explore how App Fusion can drive your business forward.