Automate Client Provisioning with HubSpot
Streamline your sales-to-onboarding handoff. Configure a HubSpot Deal Workflow that automatically triggers when a sales pipeline deal reaches "Closed-Won", provisions an isolated Aevloc review funnel, and dispatches a complimentary smart NFC countertop stand directly to the client's physical office.
HubSpot Deal Lifecycle Architecture
The automated sequence triggered the moment your sales rep closes a deal:
HubSpot enrolls deal when stage transitions to Closed Won.
Posts company properties & 5 shipping fields to Aevloc.
Creates sub-account, funnel URL, & dropship stand order.
Writes live funnel URL to Deal and notifies account manager.
Prerequisites
aev_live_...) from your API & Webhooks dashboard.Create a Deal-Based Workflow
In your HubSpot portal, navigate to Automation → Workflows → Create workflow → From scratch:
- Choose Deal-based as the workflow type.
- Under Set enrollment triggers, select Deal properties → Deal stage.
- Set the condition to:
Deal stage is any of Closed Won. - (Recommended) Add an enrollment filter:
Associated Company: Street address is knownto ensure physical delivery data is ready before triggering.
Add the "Send a Webhook" Action
Click the plus icon to add an action, search for Send a webhook, and configure the connection parameters:
Customize the Webhook Request Body
Select Customize request body in the webhook configuration panel, and insert the JSON body below using HubSpot association tokens:
{
"name": "{{ deal.associated_company.name }}",
"adminEmail": "{{ deal.associated_contact.email }}",
"shippingName": "{{ deal.associated_company.name }} (Attn: Front Desk)",
"shippingAddress": "{{ deal.associated_company.address }}",
"shippingCity": "{{ deal.associated_company.city }}",
"shippingState": "{{ deal.associated_company.state }}",
"shippingZip": "{{ deal.associated_company.zip }}"
}| JSON Key | Required | HubSpot Property Token |
|---|---|---|
| name | Yes | Associated Company → Company Name |
| adminEmail | Yes | Associated Contact → Email |
| shippingName | Yes | Company Name or Contact Full Name |
| shippingAddress | Yes | Associated Company → Street address |
| shippingCity | Yes | Associated Company → City |
| shippingState | Yes | Associated Company → State/Region |
| shippingZip | Yes | Associated Company → Postal code |
Test Webhook & Verify Response
Click Test action with an existing Closed-Won test deal. Aevloc confirms receipt with 201 Created:
{
"success": true,
"data": {
"organizationId": "0191f6a2-8b4e-7210-9831-e6e8c1a892b1",
"name": "Apex Wealth Partners",
"slug": "apex-wealth-partners",
"funnelUrl": "https://aevloc.com/review?org=0191f6a2-8b4e-7210-9831-e6e8c1a892b1",
"hardwareOrder": {
"id": "0191f6a2-8b51-789a-bc32-11449900aabb",
"type": "initial",
"status": "pending",
"recipient": "Apex Wealth Partners (Attn: Front Desk)"
}
}
}Aevloc immediately queues the complimentary smart countertop stand (status: pending). No manual shipping slips or order entry required by your sales reps.
Configure Downstream CRM Actions
Follow up the webhook action inside HubSpot with native CRM operations:
Assign a task to the client success manager: "Verify client received their Aevloc review funnel welcome email and confirm countertop stand delivery address."
Send an automated branded onboarding email welcoming the client to your agency reputation service.
HubSpot Troubleshooting & Tips
If the associated company or contact is missing on the deal record, HubSpot sends empty values resulting in a 422 Unprocessable Entity. Use enrollment criteria to require that company address, city, state, and zip are known.
Confirm your custom request header has the exact header name Authorization and value Bearer aev_live_....
The Send a webhook workflow action requires Operations Hub Professional. If you are on Starter or Free, use Zapier or Make as an intermediary connector.