This workflow is designed for businesses with a ‘Proposal Request’ or ‘Project Estimate Request’ form on their website. Unlike regular contact forms, which capture a visitor’s first interaction with your brand, these forms come into play when a lead already knows about you. They may or may not have spoken to someone from your team, but they’re now ready for you to submit a proposal or project estimate.

Once the prospect submits a request, this workflow automatically creates a deal in HubSpot. From there, you can track its progress and mark it as ‘Closed Won’ if you secure the project—or 'Closed Lost' (but let's stay optimistic).

Setting Up a Workflow to Auto-Create Deals in HubSpot (Without the Hassle)

Alright, let’s get this workflow up and running so you never have to manually create deals again.

Step 1: Create a New Workflow

Head over to Automations > Workflows, then hit Create Workflow and choose ‘From Scratch’. Make sure to select a Contact-Based Workflow.

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Step 2: Set Up Your Trigger

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Now, you’ll see the workflow dashboard. Give your workflow a clear name and description so it’s easy to track later.

Next, go to Group Triggers and select ‘When an event occurs’.

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In the next step, choose ‘Form Submission’, then pick the specific form that collects Project Estimate Requests (double-check you’re selecting the right one).

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Step 3: Create a Deal Automatically

Click the ‘+’ button to add the next step, which is to create a new deal record from CRM option.

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  • Select ‘Create Record’ and choose ‘Deal’ as the record type.

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  • For easy tracking, we’ve set the Deal Name to match the Enrolled Contact’s Name—but feel free to follow your company’s naming conventions.
  • Choose the Deal Pipeline and Stage, then hit Save.

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Now, test your workflow, and once you’re happy with it, turn it on.

Bonus Step: Notify Your Team

Want to keep your team in the loop? Add an internal email notification.

  1. Click the ‘+’ button again to add another step.
  2. Select ‘Send Internal Email Notification’ under the Communication options.
  3. Choose who gets the notification: individuals responsible for project estimates, the sales team, or deal owners.
  4. Personalize the email, save it, and you’re good to go.

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Why This Workflow is a Game-Changer

No more manually tracking form submissions, no more missed project requests. This workflow ensures:

  • Deals are created instantly in HubSpot, saving you time.
  • Your team stays informed, so no opportunities slip through the cracks.
  • Your sales pipeline stays updated effortlessly.

Turn it on, sit back, and let HubSpot do the heavy lifting.