Reduce Admin by Automating Deal Creation from Meetings

Why is this hack helpful?

Ever had a great call with a prospect, realised they’re qualified and ready for your pipeline, but then hesitated because of the admin involved in creating a deal? Manual data entry slows you down and can lead to missed opportunities.

With this HubSpot hack, you can automatically create a deal off the back of a meeting — no extra clicks required. This means less admin, more selling, and a smoother pipeline.

Steps to Set It Up

1. Set Up Meeting Outcomes

• Navigate to the settings cog in HubSpot and scroll down to “Meetings.”
  Click on “Track Meeting Outcomes.”
• Add your desired outcomes, such as:
  • Scheduled
  • Completed - Qualified
  • Completed - Unqualified
  • Rescheduled
  • Canceled
• Save your meeting outcomes settings.

Another trick to ensure that you always tick off the meeting outcome is to integrate HubSpot's calendar sync with your Google or Outlook Calendar. You can find more information about it here.

2. Create a Workflow

Go to Automation > Workflows and create a new workflow with the following triggers:

• Record meets a set of custom filter conditions
• Contact-based
• Filtering on: Meeting (Associated Object)
• Meeting Outcome is any of Completed - Qualified
• Click Save.

This ensures only meetings that result in a qualified prospect will kick off the automation. If you want ideas on what to do when a customer doesn't show up, you can check out this HubSpot Hack for rescheduling No-Shows.

3. Add the Deal Creation Action

 

Before continuing, you could add a branch here if you want to further refine which meetings trigger deal creation (e.g. by meeting type). Otherwise, continue below.

• Add the Create record action and select Deal.
• Assign the deal to the most relevant person, typically the owner of the contact.
• Set the deal name, for example, [Contact First Name] - Qualified Discovery. This makes it easy to see at a glance where the deal originated. However, this can be adjusted to your systems and processes.
• Choose the appropriate pipeline and stage.
• Set a realistic close date, like 60 days from the current date, to give your pipeline accurate forecasting.
• Enter a default deal amount that meets your minimum requirements.

You can also Add more properties if you have any information that is currently on the contact that you want to copy to the Deal, such as a phone number, as well as the ability to also associate the Company with the Deal.

• Click Save.

Wrapping Up

With this hack, you’ll never have to manually create a deal after a qualified meeting again. Your pipeline stays up to date, your forecasting is more accurate, and your sales team can focus on what they do best — closing deals.

It's important to refine your process as you go. You might find you need to be more specific with meeting outcomes, or that only certain meeting types should trigger deal creation. Stay flexible and adapt the workflow to suit your team’s unique sales process.

Happy HubSpotting!