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Account provisioning request to internal delivery team

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

4 steps
Per-hub plans: also Marketing Hub Professional

On per-hub plans, one of its steps belongs to another subscription: add to static list needs Marketing Hub Professional. Both are required to build it as written. On seat pricing the edition covers both.

Updated for HubSpot seat pricing
OutcomeA closed-won deal creates a provisioning task for the internal delivery team with the seat count and plan details already attached, so the new account gets set up without a manual email chain between sales and delivery.
Workflow mapcustomer-onboarding-022
Deal stage = Closed Won, Provisioning Complete unknown leads to Create provisioning task, rotate to Delivery team. Create provisioning task, rotate to Delivery team leads to Send internal notification. Send internal notification leads to Add to Pending Account Provisioning list. Deal stage = Closed Won, Provisioning Complete unknown Create provisioning task, rotate to Delivery team Send internal notification Add to Pending Account Provisioning list
Deal stage = Closed Won, Provisioning Complete unknown leads to Create provisioning task, rotate to Delivery team. Create provisioning task, rotate to Delivery team leads to Send internal notification. Send internal notification leads to Add to Pending Account Provisioning list. Deal stage = Closed Won, Provisioning Complete unknown Create provisioning task, rotate to Delivery team Send internal notification Add to Pending Account Provisioning list

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

When to use it, when not to

Use it

  • Use it when setting up a new account (licenses, environment, admin access) is a manual step performed by a team other than sales or CS.
  • Use it when the deal record already carries the information provisioning needs (seat count, plan tier), so the task does not depend on someone re-typing it into another system.
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Skip it

  • Do not use it if provisioning is fully automated already through a product-side API integration, this fiche is for teams still doing it by hand.
  • Do not use it for renewals, a renewed deal does not need a new account provisioned, exclude Deal Type = Renewal.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 4 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 2 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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