How to Automate Proposal Review Tasks in HubSpot

Use workflows to automate the creation of review tasks, ensuring timely feedback and a smoother sales cycle.

Tired of chasing down proposal approvals? Manually creating follow-up tasks for every proposal can be a time-consuming and error-prone process. Thankfully, HubSpot offers a solution. By using workflows, you can automate the creation of proposal review tasks, ensuring timely feedback and a smoother sales cycle.

This article shows you how to set up a HubSpot workflow that automatically triggers a "Review Proposal" task for your sales manager the moment a sales rep completes their "Create Proposal" task.

1. Log in to your HubSpot account.
2. Navigate to Automation > Workflows.
3. Click Create workflow > Choose Start from scratch > Select the Contact-based workflow type > Click Create.
4. In the workflow editor, click Set enrollment triggers.
5. Choose Task as the trigger type > Select Task status as the trigger event > Choose is equal to and then Completed.
6. Click + Add filter to specify the task name > Select Task name as the filter type.
7. Choose contains and then type in the exact task phrase, e.g., "Create Proposal" > Click Apply filters.
8. Click the + plus icon to add a workflow action > Search for and select Create task.
9. Configure the new task:
   1. Enter a clear and descriptive subject for the new task (e.g., "Review Proposal for [Contact Name]").
   2. Select the HubSpot user who should be responsible for reviewing the proposal (e.g., your sales manager).
   3. Set a due date relative to the trigger task completion date (e.g., "1 day after").
   4. Set the priority level for this task.
10. Once you've configured the task details, click Review.
11. Ensure all settings are correct and re-enrolment is turned on.
12. Click Turn on.

Please note: You need to be following a strict naming convention for this hack to work. 

Now, whenever a sales rep completes the "Create Proposal for [Contact Name]" task in HubSpot, this workflow will automatically create a "Review Proposal for [Contact Name]" task for your sales manager. This automation streamlines your proposal review process, ensures timely follow-up, and helps maintain consistency in your sales process.