Let’s be real for a second. How much of your day is spent actually doing your job—selling, marketing, or building relationships—versus just moving data around?
If you use HubSpot, you know it’s a powerhouse. But it doesn't live in a vacuum.
You have other tools. Maybe you use Typeform for surveys. Perhaps your store runs on Shopify. You definitely use Slack or Teams to talk to your colleagues.
The problem isn't the tools. The problem is the gap between the tools.
For years, I was the "human API." I spent every Friday afternoon copy-pasting lead information from spreadsheets into HubSpot. It was soul-crushing. I wasn't strategizing; I was data entering.
It was exhausting. Truly.
Then I finally stopped making excuses and leaned into Zapier. If HubSpot is the brain of my operations, Zapier is the nervous system connecting it to everything else.
Automation isn't about building complex robots that will replace us. It’s about getting rid of the boring stuff so you can do the high-value human stuff.
Here are five specific Zapier and HubSpot workflows that I use to save hours every single week. Steal them.
1. The "Speed-to-Lead" Connector (Typeform to HubSpot)
We all know speed matters. If a lead fills out a qualification form on your site, waiting 24 hours to put them into your CRM is the kiss of death. They've already moved on.
Native integrations are okay, but they often break or miss custom fields.
I use Zapier to bridge my Typeform responses directly into HubSpot. But I don't just "create a contact."
The Workflow: When a new Typeform entry comes in, Zapier first searches HubSpot to see if that email already exists.
If yes: It updates their record with the new form data and adds a note about their recent activity.
If no: It creates a brand new contact, assigns a lead status, and drops them into an "Immediate Follow-up" static list.
This triggers a HubSpot workflow to send a welcome email instantly. No manual upload required.
2. The Sales Team Slack Alert
Your sales team doesn't live in HubSpot. They live in Slack (or Teams).
If a high-value prospect books a demo via Calendly, don't make your rep refresh their CRM dashboard to find out. Bring the information to where they already are.
The Workflow: When a high-priority event happens in HubSpot—like a deal stage moving to "Proposal Sent" or a lead score crossing a threshold of 80—Zapier fires a message into a dedicated Slack channel.
The message isn't just generic noise. It uses variables to say: "🔥 Hot Lead Alert: [Company Name] just viewed the pricing page 3 times. [Sales Rep Name], you're up!"
It turns passive data into active notification.
3. The E-commerce Bridge (Shopify to HubSpot Deals)
If you sell anything online, your e-commerce platform and your CRM need to be best friends.
Often, a sale happens in Shopify, and HubSpot just sees a new contact. It doesn't always register the value of that sale as a "Deal." This messes up your revenue reporting.
The Workflow: When a new paid order occurs in Shopify, Zapier grabs the customer details and the order total. It finds the contact in HubSpot and then creates a new Deal associated with that contact.
It automatically names the deal "[Customer Name] - Shopify Order #[Order Number]" and sets the deal amount to the cart total.
Now your sales pipeline accurately reflects revenue that came in without a sales rep touching it.
4. The Contract Closer (DocuSign/PandaDoc to HubSpot)
This one is a massive time-saver for sales ops.
Getting a contract signed is a huge win. But then someone has to remember to go back into HubSpot, find the deal, change the stage to "Closed Won," and upload the signed PDF.
Why are we still doing this manually?
The Workflow: I set up a Zap that listens for a "Document Completed" trigger in PandaDoc (or DocuSign).
When the signature hits the dotted line, Zapier finds the corresponding deal in HubSpot using the recipient's email address. It automatically updates the deal stage to "Closed Won" and—this is the best part—attaches a link to the signed document right in the deal notes.
Celebration is immediate. Admin work is zero.
5. The Post-Sale Handoff (HubSpot to Asana/Trello)
The sale is finalized. Awesome. Now, who is responsible for onboarding the new client?
This is where things fall through the cracks. The sales rep celebrates and moves on, while the customer success team has no idea a new client is waiting.
The Workflow: Don’t rely on email handoffs.
When a HubSpot deal stage changes to "Closed Won," Zapier triggers the creation of a new project or task in your project management tool (Asana, Trello, ClickUp, etc.).
It pulls the client name, the key contact info, and the notes from the sales process and populates the new Asana task description. The CS team gets notified immediately that they have a new project on their plate.
The Takeaway
Don't try to build all five of these today. You'll overwhelm yourself.
Pick the one task that makes you groan the loudest every week. The one involving the most copy-pasting or tab-switching. Automate that one first.
Once you realize you've just bought yourself two hours of free time a week, you'll get addicted to finding the next workflow. Start small, but start today.
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