HubSpot is a solid option for revenue operations improvements and business process automation because it comes with a plethora of tools to enable streamlined solutions that unify teams around one source of truth. We’ll show you how it works with one fairly ubiquitous process that tends to get hairy despite being a core building block for business growth: creating, revising, approving, and sending quotes.
HubSpot is a great revenue operations tool, but the term “RevOps” masks a lot of different concepts and actions. Yes, HubSpot can align your teams around revenue with data visibility, putting everyone's eyes on the same goals, metrics, and OKRs that spell success for your business.
However, there is more to HubSpot. If you only see HubSpot as a RevOps tool, you’ll be missing out on a lot of what the platform can do to improve your day-to-day pursuit of those revenue-focused goals.
Opening your eyes to business process optimization enables your RevOps success, while also giving you automation opportunities for things like handoffs.
You can opt for just business process automation, or you can go the RevOps route with business process automation. Ultimately, the decision depends on the stage of your business and how well your different departments mesh at the moment. Ask yourself:
If you’re not seeing synergy - or at least the beginnings of it - between your teams, then business process automation will be a good place to start. These changes will allow your teams to begin working with and understanding one another, dismantling silos that pit teams against each other amid conflicting goals.
This is an easy one: Absolutely.
Custom properties and workflows are what make HubSpot a superpowered platform for RevOps and business process optimization. You can condition and automate just about everything with if/then statements, variable triggers, and branching response trees that tailor your processes on an atomic level.
With these tools alone, you’re looking at saving hours of work every month. That’s time your team wins back for doing better business, instead of doddling on manual data upkeep.
You’re probably already familiar with workflows, since they are the backbone of HubSpot automation. Just in case, though, here’s a refresher on what a workflow can do for you, in HubSpot’s own words:
"They save you time and energy by taking care of repetitive tasks, such as sending emails, creating reminders for reps, updating CRM data, and more. They take the manual work off of your employees' plates, so more time can be dedicated to marketing, selling, and servicing your customers. The best part is that once they're turned on, they work 24/7 to make your job easier."
The opportunities to automate your business processes are nearly endless when workflows are involved, and the triggers you can use to initiate those automations are limitless too. From deal stages and job titles to custom properties and content interactions, you can mix and match the circumstances that best fit your targeting strategy.
Beyond content distribution and customer-facing communication, workflows are powerful internal tools for revenue operations and business process automation. You can use them to streamline your repetitive processes and get multiple team members collaborating on a project in one workspace.
For example, HubSpot workflows can help you get quote approvals from all the right people. We’ll walk you through how that works so you can start using HubSpot to empower teamwork across your organization.
No quote is perfect the first time, and even if it were, a quote’s journey does not end with approval. There are multiple steps in the approval process from origination to distribution, and keeping every team member in the loop during the quote lifecycle can be tricky.
Automate it instead!
Start moving quotes along in a timely, organized manner. This workflow setup enables you to pass quotes between multiple approvers, bounce them back to the quote owner if revisions are requested, and create tasks for quote distribution once final approval is given.
Here’s how to do it:
To get started, turn on “Approvals Required.” This will automatically create 3 workflows that we can customize.
Once a quote is created, a task will be generated for the assigned approver. This will show up in that user’s task list, prompting them to put their eyes on the new quote and provide feedback.
Approvers will be able to add feedback to a quote, which creates another task for the quote owner. Assuming edits are needed, the quote owner can make the required changes before circulating the quote for another approval attempt.
Approvers will see the quote much the same way as they did in the first round. This time, it’ll be ready to go! Once the approver gives their official sign-off, a new task is created for the quote owner, reminding them to disseminate the quote to its final destination.
If you’re anticipating more than one go-round of edits, then you can add a few steps to your automation.
There’s no I in team! It’s common for companies to use a tiered approval system as quotes work their way through your hierarchy. Let’s see what that looks like when applied to our simple workflow, using a task queue.
You’ve put all that work into compiling a perfect quote. Now, make sure it actually gets sent out. If you want to be sure a quote gets to your prospect, you can add these layers to your workflow.
See us setup quote approval automations with multiple approvers and multiple revision stages, all live on LinkedIn!
Need a HubSpot solution setup in real-time to streamline your business processes? Submit your quandaries for consideration and we’ll put a practical procedure in place on a live session.
HubSpotters help each other out. No matter what you need to set up or how you use your Hubs, we can help you hash out your next HubSpot project. Find the way that works best for you; we offer:
Want something more 1-to-1? We do that, too.