APPS:
Dyan Meahl @ Zapier
Why we built it
⏱️ Faster handoffs: Make handoffs efficient to increase the likelihood of your desired outcome (closing deals, customer satisfaction, etc.)
✔️ Improve data quality: Capture data automatically, so it doesn't fall through the cracks
⬇️ Decrease manual work: Reduce the manual work on teams so they can focus on the strategic work needed to deliver the best outcomes
Overview
Problem
Teams were running into delays and friction during the account handoff process—whether it was lead transitions or support ticket follow-ups. These handoffs were happening manually, often inconsistently, which led to lost deals, miscommunication, and frustration for both customers and internal teams.
Solution
The team built an automated handoff workflow using Zapier to connect HubSpot with email, Slack, Google Slides, and Asana. Now, when a deal hits the “qualified to buy” stage, the right people are notified, assets are generated, and handoff tasks are launched—automatically. This keeps everyone aligned, reduces lag time, and ensures a smooth transition from one team to the next.
How it works
Trigger: Deal stage in HubSpot changes to "Qualified to Buy"
Notify: Zap sends an email to the new account manager and a Slack message in the relevant channel
Generate assets: A Google Slides presentation is created using a template, auto-filled with deal data
Create tasks: A new Asana project is generated with predefined tasks for the handoff process
Tips and tricks
Leverage webhooks: If certain fields aren’t available in a native integration, use webhooks to pull or send the data you need.
Accurate lookups: Double-check that “Find Deal” and “Find Owner” steps in HubSpot are referencing the right IDs to avoid mismatches.
Formatting counts: Use HTML body type in Gmail steps for cleaner, easier-to-read emails; format Slack messages using Zapier’s supported syntax.
Dynamic decks: Set up placeholders in your Google Slides template for company name, deal size, or rep name so content updates automatically.
