Context
After implementing lead management and deal-stage automation (Projects 1–4), the next critical step was to automate the post-sale transition from Sales to Customer Success.
This stage of the customer lifecycle—commonly called the sales handoff—is often where internal friction occurs, leading to onboarding delays, inconsistent customer experiences, and information gaps between departments.
Problem
When a sales deal reached “Closed Won”, Customer Success Managers (CSMs) were not immediately informed.
This resulted in:
Additionally, HubSpot’s free tier does not support Deal-based workflow triggers, limiting the automation possibilities.
Solution & Strategic Workaround
To overcome these restrictions, a creative, low-cost workaround was designed using only HubSpot’s Free tools:
✅ Build a Contact-based workflow that triggers when a contact is added to a Static List.
✅ Make the sales rep’s final action (after moving a deal to “Closed Won”) the manual addition of that contact to the static list.
✅ This enrollment instantly fires the workflow, creating onboarding tasks and notifications for the Customer Success team.
Goal:
Reduce the handoff delay between Closed Won and Customer Success engagement from hours to zero seconds, creating a seamless and consistent customer experience—even within HubSpot’s free tier.