HubSpot CRM: How to use a custom object to manage your Bid process

Separate your Bid process in HubSpot to streamline your process and gain valuable insights.

Ready to streamline your Bid/Tender Process in HubSpot? Here's how: Separate it from your core Sales Pipeline.

You'll not only have access to better tracking, reporting, and resource allocation but with a dedicated pipeline, your teams can stay hyper focused on what's important. The result? An organised, compliant process giving your team the tools they need to do what they do best - get those sales in. 

In this Hack, you''ll learn how to create create a Bid record once a deal has reached the ‘Proposition’ stage of the Sales Pipeline, so you can track the stages of your Bid/Tender response process.

Step 1: Define your process

Start by clearly defining your current process to ensure it aligns with your goals. Consider making minor adjustments internally before investing significant time in customising HubSpot to accommodate specific needs. It's crucial to assess not only your team's practices but also ensure consistency across departments whenever possible. Once you've documented your process, you're ready to tailor HubSpot accordingly.

Step 2: Create a ‘Bid’ object

  • Click SettingsObjects > Custom Objects.
  • Click Create a custom object 
  • Give it a name, e.g Bids/Tenders
  • Enter a object description 
  • Ceate the object's primary display property. E.g Bid Name

Be sure to recreate any custom properties you have on your deal record that need to share information with your Bid record. For example; Amount, Company Name, Owner.

Step 3: Build your Bid pipeline

  • Navigate to the settings of your custom Bid object
  • Click Edit
  • Add the pipeline stages to match your process.

Top tip: Consider using Conditional Stage Properties to ensure you’re capturing the data you need before it moves to the next stage.

Step 4: Build a workflow to create your Bid record

Now we want to create a workflow that will automatically create a Bid record when a deal reaches ‘Proposition’ (or whatever criteria you choose to use for the creation of a Bid record).

  • Click workflows > create new workflow
  • Select ‘Deal’ based, as we want to pull information from the deal record into the new Bid record.

  • Select ‘When filter criteria is met’ as the trigger for the workflow. For my example, I used the filter: ‘Deal Stage is any of Proposition’
  • Add new action > Create record > Create Bid record

  • And choose which properties should be stamped from the deal record into the Bid record by selecting the properties from the left hand sidebar.

You now have a workflow in place to create a Bid record, on the new Bid Pipeline, using information you had in the deal record!

Next steps:

But the journey doesn't end here. To ensure ongoing success, embrace continuous improvement. Regularly review your process, gather feedback, and refine your approach.

HubSpot's reporting tools will help here. You can gain insights into your Bid/Tender performance and identify areas for optimisation to drive even better results.