topic Re: Submit a request to finance department in Tips, Tricks & Best Practices

Submit a request to finance department

MStefureak — Fri, 25 Aug 2023 17:06:10 GMT

Hello

I was looking for ideas for a way to set a trigger within HubSpot to email a request to our Accounting Department.

We have salespeople creating new companies and calling on them to land new business.

When they have landed a new customer, they have to contact our finance department to have an account set up for the client in our billing system.

We have an interface setup that allows the new companies to flow over to our billing system. And then the finance department can convert the new company to an account for billing, and that information flows back into HubSpot with an Account ID.

I was wondering if anyone has setup a process where the salesperson can trigger something within HubSpot that will send an pre-set email to Finance, with the relevant company details, that lets Finance know that the company is ready to be converted into an account.

We do have some workflows setup that trigger actions based on deals being moved to certain stages.

But we were looking for options to have this more controlled by the salesperson rather than it automatically triggered by a workflow.

Does anyone have something like this set up?

Thank you

Re: Submit a request to finance department

karstenkoehler — Fri, 25 Aug 2023 17:10:18 GMT

Hi @MStefureak,

This can be achieved with an internal marketing email action in workflows (which lets you specify any recipient email address) or an internal email notification (which can be sent to any user and would mean you have to invite your finance departments email address as a user).

When you set up either, you would work with personalization tokens to include whatever information you would want to send. Both support personalization tokens and you can pretty much customize your entire notification, e.g.:

Name: [personalization token for company name]

Address: [personalization tokens for street, zip, city]

etc

If you want sales reps to have full control over when this is sent, then I'd recommend creating a single checkbox property. You can display this single checkbox property in the left sidebar of the record. Your workflow would be triggered by this checkbox property.

Let me know if you have any follow-up questions!

Re: Submit a request to finance department

MStefureak — Fri, 25 Aug 2023 22:47:43 GMT

Thank you very much Karsten.
We will consider this option.