Expansion Deals (Upsells and Referrals)

All new revenue must go through HubSpot in order to ensure that downstream automations are timely and accurate. When a CSL sees opportunity for expansion or receives a referral, basic information is submitted here: https://clarivoy-squad.monday.com/boards/18426330683/views/276121817

This will create a deal in HubSpot and assign it to the correct salesperson to schedule a demo or send an agreement.

• A Monday automation sends an email to the salesperson aligned with the state in which the dealership operates that alerts them to a new opportunity and shares the referrer’s notes.
• A Zap creates a new deal in HubSpot at the Needs Analysis stage and applies the POC contact information.

Referrals can also be directed to https://www.clarivoy.com/demo to schedule a demo.

Dealer-Initiated Deals

New deals can be initiated by the dealer in one of two ways: Online sign ups or HubSpot contracts

Online sign ups

The originating URLs can be found here for online sign up: https://clarivoy.helpjuice.com/reference-documents/online-sign-up-forms

What triggers enrollment

A contact enrolls when they submit any of 8 specific forms tied to your special offers. Re-enrollment is off, so a contact won’t go through it again automatically after the first qualifying submission.

What it does

1. Calculates rooftop count
   
   
   • The first action uses the contact’s Additional Dealerships field.
   • It treats that field as a comma-separated list, counts the dealerships listed, and then adds 1 for the primary dealership.
2. Creates a contact-to-company association
   
   
   • It tries to associate the enrolled contact to a company by matching the contact’s Website URL to the company’s Website URL.
3. Routes by state/region
   
   
   • A branch checks the contact’s State/Region Code and sends the contact down one of four paths:
     • Michelle Schweinsburg territories
     • Sam Vos territories
     • Nan Mossey territories
     • None met
4. Creates a deal for matched territories
   
   
   • If the state matches one of the three rep territory branches, the workflow creates a deal with:
     • Pipeline: default
     • Deal stage: the configured closed-won stage
     • Subscription: MTSA Pro+
     • SA Rate: 799
     • Deal owner set to the assigned rep for that territory
   • The created deal is associated back to the company.
5. Applies association labels
   
   
   • After each deal is created, the workflow applies an association label between the contact and the deal.
6. Writes rooftop count onto the new deal
   
   
   • The final action in each rep branch is meant to copy the calculated rooftop total onto the created deal’s number_of_total_rooftops_doing_sa_with_this_client property.

HubSpot Leads via Demo Requests

Demo requests are submitted at https://www.clarivoy.com/demo

When a demo request is received, it triggers the Demo Request – State Routing + Deal Creation workflow in HubsSpot. https://app.hubspot.com/workflows/3352923/platform/flow/1782415478/edit

This workflow: 

• Creates a deal in HubSpot
• Assigns owners based on the contact's state
• Assigns the deal stage to Demo Scheduled
• Sends an email to the dealer confirming their appointment
• Sends internal notifications to respective owners about demo requests.

The Owner will then follow the Leads Process to complete the deal https://clarivoy.helpjuice.com/hubspot/completing-the-hubspot-deal-properties-information

https://clarivoy.helpjuice.com/sales-processes/sending-contracts-from-hubspot

Sending Contracts from HubSpot

https://clarivoy.helpjuice.com/admin/questions/3757740-sending-contracts-from-hubspot

Moving the Won deal to Monday Sales Pipeline

For any of these deal creations scenarios, when the New Deal is created and assigned the stage of Closed Won in Hubspot, a Zapier workflow is triggered: 

Push Won Deal to Monday

What it does: This automation monitors HubSpot for deals that move to the "Closed Won" stage, then automatically creates a corresponding item in Monday.com with all the deal details.

Step 1 – Trigger (HubSpot)

• Watches the "Sales Pipeline" for deals moving to "Closed Won" stage
• Extracts 30+ properties including deal name, company info, contact details (signer, POC, AP), subscription type, rates, dates, and custom fields

Step 2 – Action (Monday.com)

• Creates a new item in the "Sales Pipeline" board
• Places it in the "Needs CS/Ops Action" group

Maps all HubSpot fields to Monday.com columns:

•  
  • Deal/company/contact details
  • Dates, rates, and IDs
  • Sets status to "SIGNED ONLINE" or “PandaDoc Contract” 

This is a solid lead-to-ops handoff automation—as soon as a deal closes in HubSpot, your team sees it in Monday.com with all relevant details pre-filled.