Automating Deal Creation in HubSpot Using Zapier: A Step-by-Step Guide

Managing leads and deals effectively is crucial for businesses looking to streamline their sales processes. However, not all HubSpot users have access to advanced workflow automation features, especially those on the Starter subscription. If you're in this situation but still want to automate deal creation based on meeting links or form submissions, you're in luck!

In this tutorial, we’ll show you how to use Zapier as a budget-friendly workaround to automate deal creation in HubSpot.

Below, you'll find the embedded video tutorial for visual guidance, along with a detailed breakdown of each step.

Why Automate Deal Creation?

Below, you'll find the embedded video tutorial for visual guidance, along with a detailed breakdown of each step.

When someone books a meeting with you or submits a form, it’s often a strong indicator of interest. Automating deal creation ensures that these leads are tracked in your HubSpot pipeline without manual intervention. However, if you're using HubSpot's Starter subscription, you may lack access to the workflow automation feature available in Pro plans. This is where Zapier comes in as an affordable alternative.

What You'll Need

1. HubSpot Starter Subscription: This tutorial assumes you’re using the Starter plan.

2. Zapier Pro Plan: While Zapier offers free plans, you’ll need access to premium features to set up this automation.

3. Meeting Link or Form in HubSpot: The process can work with either meeting links or forms.

Step-by-Step Guide to Automating Deal Creation

Step 1: Understand the Limitations of HubSpot Starter

In your HubSpot account:

• Navigate to the Automation section. You'll notice that workflows are unavailable unless you're on a Pro plan.

• Similarly, meeting links and forms don’t natively support automated deal creation in the Starter subscription.

This is why we’ll use Zapier as a workaround.

Step 2: Set Up Your Automation in Zapier

1. Log into Zapier

• Go to your Zapier account and click on Create Zap.

2. Name Your Zap

• Give your automation a descriptive name like “HubSpot Deal Creation Upon Meeting Form Submission.”

3. Set the Trigger

• Select HubSpot as the app.

• Choose the trigger event: New Form Submission.

• Connect your HubSpot account to Zapier if you haven’t already.

• Select the specific form or meeting link (e.g., in the example it was my "468 Meetings Link") that will trigger the automation.

• Test the trigger to ensure it’s working correctly.

4. Set the Action

• Add an action step and select HubSpot again.

• Choose the action event: Create Deal.

• Map out the details for your deal:

  • Deal Name: Use dynamic fields like the contact’s first name and last name (e.g., “John Doe - New Deal”).

  • Pipeline: Select your sales pipeline.

  • Deal Stage: For example, set it to "Discovery Call."

  • Leave other fields (like amount) blank if they’re not relevant at this stage.

• Test this action to ensure a deal is created successfully in HubSpot.

Step 3: Publish and Test Your Automation

1. Click on Publish Zap in Zapier to activate your automation.

2. Test it by booking a meeting through your HubSpot meeting link or submitting a form:

   • Fill out the meeting form with test details (e.g., name and email).

   • Check your HubSpot deals pipeline to confirm that a new deal has been created automatically.

Key Benefits of This Automation

• Cost-Effective Solution: By combining HubSpot Starter with Zapier Pro, you avoid upgrading to more expensive HubSpot plans while still gaining automation capabilities.

• Time-Saving: Automating deal creation eliminates manual data entry and ensures no lead slips through the cracks.

• Customizable Workflow: You can tailor this automation further by adding steps in Zapier, such as sending follow-up emails or notifications.

Final Thoughts

With this simple workaround using Zapier, you can bridge the gap between HubSpot Starter’s limitations and your business needs. Whether you're managing leads from meeting links or forms, automating deal creation ensures a smoother sales process and better organization of your pipeline.

If you found this tutorial helpful, check out the embedded video below for a live walkthrough of each step:

Let us know how this solution works for you! Have questions? Drop them in the comments below! 🚀