topic Re: Sales pipeline Zapier automation in Tips, Tricks & Best Practices

Sales pipeline Zapier automation

CBoccaccini1 — Tue, 20 Feb 2024 10:37:59 GMT

Hi everyone!

I'm new with Hubspot, and I'm trying to create an automation on Zapier for a client, a law firm.

The client would like to send an automated email to his accountant, that will remind him to prepare a quote for clients of the law firm at certain times (beginning of the project, middle of the project, end of the project). The accountant won't have direct access to Hubspot.

I connected Hubspot to Zapier, as trigger I used "change of deal phase" and as action "send an email from Gmail". The problem is that in the body of the email I can't put any detail about the contact associated to the deal, just the name of the deal and other dynamic fields I'm not interested about.

I'd like the accountant to have at least the contact associated to the deal and the partial amount. Consider also that unfortunately my client has a Free Hubspot account.

I appreciate any kind of help you could give me. Thank you vey much!

Re: Sales pipeline Zapier automation

trevordjones — Tue, 20 Feb 2024 11:31:42 GMT

Hi @CBoccaccini1 ,

You should be able to retrieve any property from the deal record with a simple two-step Zap, but retrieving data from the associated contact will require a three-step Zap, which will require a paid version of Zapier.

Trigger: Change in Deal Stage

Step 1: Get the associated Contact in HubSpot

Step 3: Send Gmail.

Fortunately, a a starter subscription should cover it for you, since it includes multi-step zaps. While not free, $29.99 USD is very economical for this kind of automation.

The other alternative is to keep a copy of all of the information you need for this action on the Deal Record. Since you are using the Free HubSpot, you won't be able to automatically copy informtation from the contact to the deal, but you could manually add informaiton to the deal record, like the Contact Name and Email which you could then retrieve with a simple two-step Zap to automate your email.

Re: Sales pipeline Zapier automation

james-portant — Mon, 26 Feb 2024 21:16:10 GMT

Hey @CBoccaccini1,

Nice to meet you!

We have a document and email automation app for HubSpot called Portant. It is easier to set up than Zapier. (For example something that takes 42 steps to do in Zapier takes 8 steps in Portant).

In this example we can trigger a Portant workflow to send an email every time a deal moves into a certain stage in your pipeline. In this email you can add any field from the deal and also any field from an associated object, like contact or company.

I made a short 60s video about it here:

If this sounds helpful, we have some docs to help you get started: https://docs.portant.co/portant-docs/sources/hubspot but if you need any additional help, please feel free to email me james@portant.co and we can set up a call.

Cheers,
James - CEO @ Portant

Portant App for HubSpot: https://ecosystem.hubspot.com/marketplace/apps/sales/sales-enablement/portant-hubspot-google-docs-in...