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Sales & CRM·Intermediate· Saves 4-6 hours/week
Deal Closed → Invoice → Onboarding → Celebration
When a deal is marked as won, automatically generate an invoice, trigger onboarding workflows, and notify the team.
5
Steps
20-30 minutes
Setup Time
4-6 hours/week
Saved / Week
Before You Start
- HubSpot CRM account with deal pipelines configured (Sales Hub Starter or higher recommended)
- Stripe account with Products and Prices set up for your offerings
- ClickUp workspace with an onboarding project template created
- ActiveCampaign account with onboarding email template ready
Step-by-Step Workflow
Trigger
Deal stage changed to "Closed Won" in CRM
How to configureIn HubSpot, set the trigger to "Deal stage changed" and filter for the "Closed Won" stage specifically. Make sure your pipeline has a clear "Closed Won" stage name. If you have multiple pipelines, select the correct one in the trigger config.
Field Mapping
deal_name
deal_amount
deal_owner
contact_email
contact_first_name
contact_last_name
company_name
deal_close_date
pipeline_name
1
Step 1
Generate invoice in Stripe
How to configureUse Stripe's "Create Invoice" action. Map the deal amount from HubSpot to the invoice line item. Set payment terms (Net 15 or Net 30 are standard). Include the customer email so Stripe sends the invoice automatically.
Field Mapping
Customer Email→{{trigger.contact_email}}
Amount→{{trigger.deal_amount}}
Description→"Services — {{trigger.deal_name}}"
Due Date→Net 30 from today
Currency→USD
Create the Stripe customer first if they don't exist, then create the invoice — this avoids orphaned invoices with no customer record
2
Step 2
Create onboarding project in ClickUp
How to configureUse ClickUp's "Create Task from Template" action. Select your onboarding project template. Set the task name to include the client company name. Assign to the account manager listed as the deal owner in HubSpot.
Field Mapping
Task Name→"Onboarding → {{trigger.company_name}}"
Template→"Client Onboarding Template"
Assignee→{{trigger.deal_owner}}
Due Date→14 days from now
Description→"Deal value → ${{trigger.deal_amount}}"
Use ClickUp's template feature to include standard subtasks like "Schedule kickoff call," "Send credentials," and "Complete setup checklist" — saves re-creating these every time
3
Step 3
Send onboarding welcome email to customer
How to configureIn ActiveCampaign, use "Send Email" or "Add to Automation" for a pre-built onboarding sequence. The first email should welcome the client, introduce their account manager, and outline next steps with timeline.
Field Mapping
Email→{{trigger.contact_email}}
First Name→{{trigger.contact_first_name}}
Custom Field "Account Manager"→{{trigger.deal_owner}}
Custom Field "Company"→{{trigger.company_name}}
Personalize the email by including the deal owner's name and photo — clients respond better when they know who their point of contact is from day one
4
Step 4
Post celebration message in #wins Slack channel
How to configureSend a Slack message to your #wins channel. Include the deal amount, company name, and deal owner for team celebration. Use Slack's Block Kit formatting for a visually appealing announcement.
Field Mapping
Channel→#wins
Message→" → tada → Deal Won! {{trigger.company_name}} — ${{trigger.deal_amount}}
Closed by→{{trigger.deal_owner}}
Next→Onboarding kicks off this week"
Add a Slack emoji reaction bot that auto-reacts with party emojis — it builds team morale and makes the wins channel feel alive
Workflow Complete
Test with sample data before turning on for production.
Estimated Monthly Cost
HubSpot CRMFree plan available
ZapierFree plan available
Many tools offer free plans that cover basic automation needs. Costs scale with usage volume.
Build This Workflow
Zapier
Free plan available
Make
Free plan available
Import to n8n (One Click)
Ready-to-import n8n workflow
Download this workflow as a JSON file and import it directly into n8n. Open n8n → Workflows → Import from File → select the downloaded JSON. You will need to connect your credentials for each node.
Works with n8n Cloud and self-hosted. After importing, configure your API credentials for each node.Read our n8n review →
Customization Ideas
- Add a step to create a shared Google Drive folder with onboarding documents for the new client
- Include a 1-day delay before sending the onboarding email so the client has time to process
- Branch by deal size — enterprise deals get a personalized video welcome, smaller deals get a standard template
- Add a Calendly step to automatically send an onboarding kickoff meeting link
How to Set Up This Automation
- 1Choose your automation platformSign up for Zapier. Free plans are available to get started.
- 2Connect your accountsAuthenticate each tool used in the workflow. You will need active accounts for HubSpot CRM.
- 3Set up the triggerIn HubSpot, set the trigger to "Deal stage changed" and filter for the "Closed Won" stage specifically. Make sure your pipeline has a clear "Closed Won" stage name. If you have multiple pipelines, select the correct one in the trigger config.
- 4Add action steps and map fieldsAdd each step in order. The key is mapping data correctly between steps — make sure fields like email, name, and IDs pass through from the trigger to each action.
- 5Test with sample dataRun the workflow with a test record before turning it on for production. Verify each step executes and data appears correctly in each tool.
- 6Turn it on and monitorActivate the workflow and check the first 5-10 runs. Set up error notifications so you know immediately if something breaks.
Common Pitfalls to Avoid
- •Missing field mappings — Double-check that every required field in each action step has data mapped from the trigger or a previous step.
- •Rate limits — If you process high volume, check each tool's API rate limits. Add delays between steps if needed.
- •Error handling — Add error notification steps so failed runs don't go unnoticed. Most platforms support email or Slack alerts on failure.
- •Duplicate handling — Add a "search before create" step to avoid creating duplicate records in your CRM or database.
Frequently Asked Questions
How do I set up this sales & crm automation?
This workflow has 5 steps. Start by connecting your trigger (Deal stage changed to "Closed Won" in CRM) to an automation platform like Zapier, then add each action step. Most users complete the setup in 15-30 minutes.
Which automation platform should I use for this workflow?
We recommend Zapier, Make for this workflow. Zapier is easiest for beginners, while n8n is best for developers who want full control.
How much time will this automation save?
This automation typically saves 4-6 hours/week. The exact savings depend on your current volume and how much manual work each step currently requires.
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