Case Study
HubSpotTwilioGmail
End-to-End HubSpot CRM Automation for a Home Service Business
A fully automated lead-to-invoice pipeline inside HubSpot for a garage service company. From inbound call to closed deal, every stage transition, task creation, follow-up sequence, and property update runs automatically eliminating manual CRM upkeep.
Our Approach
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We mapped the client's entire inbound workflow how calls came in, how receptionists qualified them, how deals were created, and what happened after appointments were booked or missed. The existing process was heavily manual: reps forgot follow-ups, deals sat in wrong stages, contact records were out of sync. We rebuilt the entire lifecycle as a network of interconnected HubSpot workflows, each handling one precise trigger so logic stayed clean and auditable.
Key Features
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- Automatic Deal Creation by Lead TypeWhen lead status changes to Connected–Interested, a workflow branches on new vs. existing business and creates the correctly configured deal record.
- Multi-Touch Follow-Up for Unbooked LeadsFollow-up tasks created at 1-day, 3-day, and 3-day intervals assigned to contact owner automatically.
- Booked Appointment No-Response RecoveryDelays until the day after the appointment, then creates email and phone follow-up tasks spaced 2–3 days apart.
- Bidirectional Deal Stage ↔ Lead Status SyncLead status changes move deals; deal stage moves update contact lead status always in sync.
- Appointment Date PropagationWhen a Booked Appointment Date is added to a deal, it's instantly copied to the contact-level property.
- Deal Won → Invoice Amount CaptureOn Closed Won, sets lead status to Deal Won–Invoiced and copies Amount to Latest Invoice Amount on the contact record.
Results
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Eliminated manual deal creation, stage management, and follow-up scheduling across the team
