Tips, Tricks & Best Practices

LHamilton
Member

SOW document review and approval using hubspot automations

SOLVE

Hi,
I'm a director of PMO and I'de like to set up a fluid process where we can review and approve SOWs before they go out to our clients.
Looking for a process to support:

  1. SOW is uploaded by sales and added to a "Pending approval" folder
  2. SOW is "triggered" to be reviewed
  3. PMO is notified of request to review SOW
  4. PMO reviews SOW and makes comments or edits
  5. Branch A - SOW is approved and placed in an "Approved" folder.
    • Sales is notified
      OR
  6. Brach B - SOW is not approved and sent back to sales team for additional edits or review.

I think you get the idea. 🙂

Is there a best practice post or guide that covers a relevant scenario similar to the above that I could review and build my workflow off of?

In particular I am struggling to identify the appropriate FEATURE\TOOL in hubspot to support this functionality.

Thank you,
Luke

1 Accepted solution
MatthewBoyd
Solution
Contributor | Elite Partner
Contributor | Elite Partner

SOW document review and approval using hubspot automations

SOLVE

Hey Luke, 

 

Dependent on your license, this entire flow could potentially be handled using HubSpot's Quotes tool (which can have the ability to require approval), however, there are limitations to that, so the alternative I'd expect would be to use "Attachments" which exist against all objects. The flow would look something like:

 

  1. Sales Team creates SOW
  2. Sales Team attaches SOW to Deal
  3. Sales Team Updates to Deal Stage "SOW Created"
  4. - PMO received automated task to review
  5. PMO reviews SOW and makes any changes/comments
  6. PMO updates Deal Stage to "SOW Approved" or "SOW Declined"
  7. -Sales Team received automated task advising of next action

Naturally, there are nuances specific to your business so this may not be 100% but that is the way I would do it 🙂

 

ALTERNATIVELY: if you wanted to keep the SOW cloud-based and editable, the Sales Team could store the link to a Google Doc etc as a property against the Deal. That property being known then triggers the Deals to move to SOW Created and notification to PMO team. 

 

Hope this helps!

Matt

View solution in original post

2 Replies 2
MatthewBoyd
Solution
Contributor | Elite Partner
Contributor | Elite Partner

SOW document review and approval using hubspot automations

SOLVE

Hey Luke, 

 

Dependent on your license, this entire flow could potentially be handled using HubSpot's Quotes tool (which can have the ability to require approval), however, there are limitations to that, so the alternative I'd expect would be to use "Attachments" which exist against all objects. The flow would look something like:

 

  1. Sales Team creates SOW
  2. Sales Team attaches SOW to Deal
  3. Sales Team Updates to Deal Stage "SOW Created"
  4. - PMO received automated task to review
  5. PMO reviews SOW and makes any changes/comments
  6. PMO updates Deal Stage to "SOW Approved" or "SOW Declined"
  7. -Sales Team received automated task advising of next action

Naturally, there are nuances specific to your business so this may not be 100% but that is the way I would do it 🙂

 

ALTERNATIVELY: if you wanted to keep the SOW cloud-based and editable, the Sales Team could store the link to a Google Doc etc as a property against the Deal. That property being known then triggers the Deals to move to SOW Created and notification to PMO team. 

 

Hope this helps!

Matt

sharonlicari
Community Manager
Community Manager

SOW document review and approval using hubspot automations

SOLVE

Hey @LHamilton 

 

Thank you for the information provided. 

 

I'm pretty sure our experts can guide you on this! 

 

Hey @DPassman @himanshurauthan @MatthewBoyd what would you advise in this case?

 

Thanks

Sharon 


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