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HubSpot

The gap HubSpot can’t fill

Section titled “The gap HubSpot can’t fill”

HubSpot tracks deals through pipeline stages and connects marketing with sales. But it misses the micro-tasks that need to happen between each stage change and during marketing-to-sales handoffs.

Moving a lead from marketing qualified to sales qualified is one status change in HubSpot. The work behind it includes research, discovery call scheduling, talking point prep, and contact mapping. Each step involves multiple people, deadlines, and conditional logic. HubSpot’s workflows can send emails and create tasks. Tallyfy can also give tasks to people who don’t work in HubSpot, such as Legal, Finance, or the customer as a guest.

What HubSpot handles:

  • Marketing automation and lead scoring
  • Deal pipeline and stages
  • Customer communications
  • Reporting and analytics

What falls through the cracks:

  • Micro-tasks between sales stages
  • Marketing-to-sales handoff coordination
  • Cross-team task assignment with accountability
  • Conditional workflows across multiple departments
  • Post-sale onboarding across Operations and Success teams
  • Audit trails for deal execution

HubSpot records that a lead became an opportunity. In Tallyfy, each task behind that change gets an assignee and a deadline, and you can see which ones are done.

How Tallyfy fills this gap

Section titled “How Tallyfy fills this gap”

You build the work behind each handoff or stage change as a Tallyfy template. Tallyfy doesn’t watch HubSpot by itself, so something has to start each process: a middleware automation, a magic link someone clicks, or your own code calling the API.

Marketing-to-sales handoffs

Section titled “Marketing-to-sales handoffs”

When a lead qualifies in HubSpot, a middleware automation can launch a handoff process in Tallyfy and pass the lead’s details into the kick-off form. In that process, Tallyfy:

  • Holds the discovery call task back until the research and prep tasks are done. Steps all appear at once unless the call step is the target of a Show automation, which keeps it hidden until its conditions are met.
  • Records who completed each task and when.
  • Escalates a late handoff task, once you pair that step with an expiring step and an automation. See escalating overdue tasks.

Deal execution

Section titled “Deal execution”

When a deal enters a new stage in HubSpot, a middleware automation can launch the matching Tallyfy process and pass deal details into the kick-off form. Tallyfy then:

  • Assigns proposal tasks across teams, each with a deadline.
  • Shows the technical review steps a deal needs and assigns the reviewers, based on those details, using conditional automations.
  • Collects pricing sign-off in an Approve/Reject task.
  • Tracks completion across all involved parties.

Customer onboarding

Section titled “Customer onboarding”

When a deal closes in HubSpot, a middleware automation can launch an onboarding process in Tallyfy. Its steps can cover:

  • Customer success handoff from Sales
  • Implementation kickoff
  • Training and enablement
  • Account provisioning

Connect today

Section titled “Connect today”

Middleware - Connect via Zapier, Power Automate, or Make. The automation watches HubSpot for an event you pick, such as a new contact or a deal entering a stage, and launches a Tallyfy process with HubSpot data mapped into the kick-off form. It runs without anyone clicking, so a deal moving stage can start a process on its own. See launch via middleware.

Magic links - Launch Tallyfy workflows directly from HubSpot deal records with pre-filled data. Someone logged in to Tallyfy has to click the link, and it can’t skip required kick-off fields. See launch via a magic link.

API - Build a custom integration using Tallyfy’s API with HubSpot’s APIs. Your code launches the process.

Webhooks - To write Tallyfy form answers back to a HubSpot record, send a Tallyfy webhook (an automatic message Tallyfy sends when a task is completed) to middleware or your own code, and have it update the record. Pass the HubSpot record ID into the process at launch so it can find the right record.

See also: Integrate to your CRM or ERP

Get started

Section titled “Get started”

Book a consultation ↗ to discuss connecting HubSpot with your Tallyfy workflows. We’ll map each sales stage and handoff to the Tallyfy template it should launch.

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