10 HubSpot workflows to run on your RealGreen data

What HubSpot workflows should you run on RealGreen data? These are the ten we build, in order, in any portal sitting on a nightly RealGreen sync. Each comes with its enrollment trigger, its actions, and worked math where money is countable; all numbers are illustrative, so plug in your own. Two ground rules before the recipes. First, workflows require Professional-tier hubs; on free and Starter you are reading a wish list, and the upgrade decision should be made knowingly. Second, every workflow below assumes the synced fields exist and are trusted: rg_customer_status, rg_programs, rg_days_past_due, and friends. This is the HubSpot rendering of the platform-agnostic plays in our ten RealGreen automations guide; same money, different machinery. A word on scope: these are marketing and front-office workflows. Production scheduling, routing, and invoicing stay in RealGreen, and nothing below writes to them. And if HubSpot turns out not to be your action layer, the plays still translate: we can connect RealGreen to pretty much any platform out there with an API, a Zapier connection, or a native connection.

The revenue workflows

1. New-customer welcome series

Trigger: rg_customer_status flips to active for the first time. Action: a three-touch series over two weeks: what happens next, how billing works, who to text with questions, then a fourth touch asking for a referral once the first service is done. Math: onboarding touches are retention insurance; even a two-point first-year retention lift on 500 new customers at $550 programs is $5,500 a year. Suppress the referral touch if a complaint lands in the first 90 days; asking a frustrated new customer for introductions is worse than asking nobody.

2. Quote follow-up sequence

Trigger: a synced quote ages past three days without a sale. Action: alternating email and task-driven call touches at days 3, 7, and 14, with a final are-we-off offer at day 30; unenroll instantly when status changes. Math: 55 stale quotes a month × 10% recovered × $540 average program ≈ $3,000 a month during season. Season matters here: tighten the cadence in April, when quotes go stale in days, and relax it in the shoulder months.

3. Prepay push

Trigger: member of the prepay-eligible list when the window opens. Action: letter-style email, reminder text, and a deadline touch, suppressing anyone who pays midstream. Math: moving prepay adoption from 30% to 36% on a 1,400-customer base pulls roughly 85 payments of cash into December and cuts spring AR before it exists. The campaign design details live in our prepay playbook.

4. Win-back, 12-24 months out

Trigger: rg_cancel_date crosses 12 months, cancel reason not service-complaint. Action: two-touch we-would-love-you-back sequence with a returning-customer offer, then a spring re-run. Math: 240 eligible cancels × 8% return × $560 ≈ $10,700 a season for two emails and a text. Exclude anyone the office is actively working; automation should never be the second voice on the same doorstep.

5. White-space upsell

Trigger: active customer, target program absent from rg_programs, campaign window open. Action: program-specific sequence with a pre-priced offer where your quoting stack allows it. Math: 850 actives without perimeter pest × 6% take × $450 ≈ $22,900; run one program per season per household, not all at once. Let the math pick the program: penetration gap times take rate times ticket, ranked.

The protection workflows

6. AR-aware suppression

Trigger: rg_days_past_due exceeds 30. Action: add to the master suppression list, remove from all promotional workflows, restore when the balance clears. Test it monthly by planting a fake past-due contact; silent failures here are expensive. No math: this one exists to prevent the negative revenue of dunning a household on Tuesday and upselling them Wednesday. The dunning sequence itself belongs to your AR collections automation, not to marketing.

7. At-risk customer alert

Trigger: two or more risk signals stack: payment lag, a skipped renewal response, a complaint on record. Action: no customer-facing message at all; create a task for the office with the signals listed, due in 48 hours. Some saves need a human voice, and the workflow's job is making sure the human knows which houses to call. Track saves as their own metric; this workflow's report belongs to the office, not marketing.

8. Referral ask

Trigger: 90 days active, zero complaints, at least one positive signal such as a review click or survey response. Action: a single plain ask with the referral offer, repeated at most twice a year. Math: 1,000 eligible households × 3% responding with a referral × 40% of referrals closing × $550 ≈ $6,600, at essentially zero cost. One plainly worded ask outperforms clever campaigns here every time.

The visibility workflows

9. Review request routing

Trigger: a completed visit lands on the sync for a customer in good standing. Action: throttled review ask, capped per customer per year, suppressed for anyone with an open ticket; detractor-path replies route to the office instead of Google. The throttle is the feature: review volume should look organic because it is.

10. Owner's weekly digest

Trigger: Monday, 7 a.m. Action: internal email to the owner: new leads, quotes out, programs sold, workflow revenue booked, sync health. Five numbers, no dashboard login required. The cheapest workflow in the portal and often the one that keeps the rest funded. When a number looks odd, the digest should say which workflow to open, not just that something is off.

Sequencing the build

Do not ship all ten in a month. Build 1, 2, and 6 first: welcome, quote follow-up, and suppression cover the most money and the most risk. Add the seasonal pair, 3 and 5, when their windows approach; wire 4, 7, and 8 once the office trusts what customers are receiving; finish with 9 and 10. Every workflow gets the same hygiene: a test send to yourselves, suppression against the master lists from your list library, an unenrollment rule tied to synced status, and a named owner who checks its report monthly. A workflow nobody reviews is a workflow slowly going wrong in public. Expect each one to need two or three edits in its first month: copy that read fine in a meeting lands differently on a customer's phone at 8 a.m. That editing pass is normal, not failure; budget for it.

The takeaway: ten workflows, three jobs. The revenue five turn synced RealGreen facts into booked programs; the protection three keep automation from stepping on collections, complaints, or goodwill; the visibility two make sure humans stay in charge. Build them in that order and HubSpot stops being an expensive database and starts being staff.

Ship one workflow a week

1. Verify the trigger fields for your first three workflows are syncing and spot-checked against RealGreen.
2. Build welcome, quote follow-up, and AR suppression; test-send everything to the office first.
3. Add unenrollment rules everywhere: a sold, paid, or canceled status change exits every sequence the same night.
4. Put each workflow's revenue counter on the owner's digest so results stay visible.
5. When the first three run clean for two weeks, add the next by season: or have the pre-built versions switched on instead of building from scratch.