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Onboard new customers automatically from HubSpot

The moment a deal closes in HubSpot, fire off a welcome email sequence, create the onboarding tasks, and let the account team know a new customer needs attention.

35 minIntermediate12 steps
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What this looks like

One step on screen at a time. Read it, do it, tap Next.

Onboard new customers automatically from HubSpot

Step 1 of 12

01 / 12HubSpot Trigger

Trigger on deals moving to Closed Won

Create a workflow and add a HubSpot Trigger node watching for deal property changes. Filter it to fire only when the deal stage becomes your "won" stage.

Checkpoint

Moving a test deal into the won stage triggers a run.

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Before you begin

Tick these off as you sort them. Stopping halfway to create an account is how a fifteen-minute build becomes an hour.

0 of 9 ready

Ticks are saved on this device, so you can come back to them.

  • Account

    You need a deal stage that reliably means "won" — this workflow triggers off that stage change.

  • Credential

    Create it under HubSpot's developer settings with scopes for deals and contacts, then add it as a credential in n8n.

    HubSpot private apps
  • Have ready

    A welcome email, a "getting started" email a few days later, and a check-in email. Draft these before you build so the workflow only needs wiring, not writing.

  • Account

    Use the mailbox your customers already expect to hear from, ideally a shared or team address.

  • Permission

    New-customer alerts land here so a human follows up alongside the automated emails.

  • Know-how

    Onboarding sequences fail quietly when a merge field points at the wrong property. Check the exact property names in HubSpot first.

The basics — ticked once, remembered everywhere

  • Account

    Either the hosted version or a self-hosted install. Everything here works the same on both — the only visible difference is the shape of your webhook URLs.

    Create a workspace
  • Know-how

    Adding a node, connecting two of them, and pressing Execute. If any of that is new, the free primer covers it in about ten minutes.

  • Credential

    You will paste at least one secret during setup. A password manager beats a notes app, and it stops you pasting a live key into a chat window by accident.

The shape of the workflow

The nodes you will end up with, left to right, in the order you add them.

HubSpot TriggerHubSpotGmailHubSpotSlackWaitGmailHubSpot
The finished Onboard new customers automatically from HubSpot workflow on the n8n canvas4 things to set here
  1. 1HubSpot Trigger — the trigger — everything starts here
  2. 2HubSpot — Look up the primary contact
  3. 3Gmail — Send the welcome email immediately
  4. 4HubSpot — Create onboarding tasks in HubSpot
The finished workflow on the n8n canvasTap to enlarge

Skip the node hunting

Import a starter file with every node for this build already on the canvas, named after its step and wired in order, each one carrying a sticky note with the values to enter. You still connect your own accounts and fill the fields — that is what the walkthrough takes you through — but you never start at a blank canvas.

In n8n: Workflows → Import from file.

Included with the library

What you will build

Jump straight to any step, or print the list and tick it off beside your n8n tab.

  1. 1Trigger on deals moving to Closed Won
  2. 2Look up the primary contact
  3. 3Send the welcome email immediately
  4. 4Create onboarding tasks in HubSpot
  5. 5Alert the account team in Slack
  6. 6Wait, then send the getting-started email
  7. 7Wait again, then send the check-in email
  8. 8Log the sequence as complete
  9. 9Test end to end, then activate
  10. 10Move a test deal to Closed Won
  11. 11Check the wait timings
  12. 12Confirm the Slack alert and HubSpot task both land

If something goes wrong

Everything ready?

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