HubSpot rollout with ClickUp automations
Diagram of the HubSpot rollout with ClickUp automations system: 4 steps
Steps
- Deal stage changes: A deal moves to a new stage in the pipeline.
- Task created: The right person gets a task with the deal details attached.
- Dashboard updates: The team dashboard refreshes with the new numbers.
- 20 users, one view: Everyone sees the same pipeline without asking around.
20 users on one HubSpot, dashboards covering 300 companies
The problem
A team of 20 at a software company kept its customer information in three places: a shared spreadsheet, individual inboxes and a project tool. Which client had which contract, who was responsible and what had been promised lived in the head of whoever had last spoken to them. Reporting meant an afternoon of copying: numbers per person and per client, assembled by hand each month and questioned each month, because two people's spreadsheets did not agree. A handover between account managers took days, because the history had to be reconstructed from email.
The system
HubSpot became the single record: one company per client, contacts and deals attached, properties that match how the team actually talks about a client (contract type, renewal date, responsible person, health). Every user got a view and a pipeline they could read at a glance. The automations connect HubSpot to ClickUp: when a deal reaches a stage, ClickUp creates the client folder and the onboarding tasks with the right owner, and time tracked in ClickUp flows back to the company record. Dashboards in HubSpot cover about 300 companies: revenue and client counts per person, survey scores per client, and who has not been contacted in 30 days.
What it does now
20 users work in one system with one view of each client. The monthly report that took an afternoon is a dashboard that is current every morning. A handover is a change of owner on the company record; the history comes with it. A new client gets its ClickUp folder and tasks within a minute of the deal moving, without anyone having to remember to create them. No AI in this one: it is plain workflows, and it did not need more.
Where AI checks and where it decides
| Step | Who decides |
|---|---|
| Which folder and tasks to create when a deal moves stage, and which dashboard rows to update | The workflow decides, no AI involved |
| Every stage change itself, every owner, every number that a client sees | A person decides |