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:
SOW is uploaded by sales and added to a "Pending approval" folder
SOW is "triggered" to be reviewed
PMO is notified of request to review SOW
PMO reviews SOW and makes comments or edits
Branch A - SOW is approved and placed in an "Approved" folder.
Sales is notified OR
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.
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:
Sales Team creates SOW
Sales Team attaches SOW to Deal
Sales Team Updates to Deal Stage "SOW Created"
- PMO received automated task to review
PMO reviews SOW and makes any changes/comments
PMO updates Deal Stage to "SOW Approved" or "SOW Declined"
-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.
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:
Sales Team creates SOW
Sales Team attaches SOW to Deal
Sales Team Updates to Deal Stage "SOW Created"
- PMO received automated task to review
PMO reviews SOW and makes any changes/comments
PMO updates Deal Stage to "SOW Approved" or "SOW Declined"
-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.