Hupspot Sales Process Guide

A structured sales process inside Hubspot helps teams close deals faster, forecast revenue accurately, and onboard new reps with less friction. Using a clear, repeatable sequence of steps inspired by HubSpot's sales process cheat sheet, you can turn scattered activities into a predictable, trackable system.

Why Build a Sales Process in Hubspot

Without a documented process, reps follow their own methods, deals fall through the cracks, and managers struggle to coach or report on performance. A consistent sales framework inside Hubspot gives you:

• Defined stages that everyone understands
• Clear criteria for moving deals forward
• Reliable forecasting and reporting
• A training path for new sales reps

The framework in this guide is based on the structure outlined in HubSpot's original sales process cheat sheet, adapted into a practical how‑to for your CRM.

Core Stages of a Hubspot Sales Process

Use the following stages as a template for your sales pipeline in Hubspot. Name and criteria can be customized, but keep the overall flow consistent.

1. Prospecting and Research in Hubspot

Prospecting is about identifying potential customers and deciding who deserves your time.

• Identify your ideal customer profile (ICP)
• Build lists from inbound leads, outbound research, or referrals
• Log new contacts and companies in your CRM
• Capture key context such as role, industry, and potential fit

Document your prospecting playbook so reps know exactly how to source and prioritize leads.

2. Qualifying Leads

Qualification prevents wasted effort on poor‑fit opportunities. The cheat sheet recommends using a simple question framework to confirm:

• Problem: What business issue are they trying to solve?
• Fit: Does your solution address that problem?
• Budget: Can they reasonably afford your offer?
• Timing: Is there a clear timeline or urgency?

Translate these questions into required properties and tasks inside your Hubspot contact and deal records.

3. Discovery and Diagnosis

During discovery, the goal is to deeply understand your prospect's situation so you can position the right solution. The original template suggests focusing on:

• Current process and tools
• Key performance metrics and targets
• Stakeholders and decision makers
• Impact of the problem on revenue, cost, and risk

Create a structured discovery call outline and log answers as notes or custom fields. This ensures every rep collects the same information and managers can review call quality later.

4. Presenting the Solution

Once you understand the prospect, present a tailored solution instead of a generic pitch. A strong presentation will:

• Recap the problem in the prospect's words
• Show how your product addresses each pain point
• Highlight proof points, case studies, or data
• Set expectations for implementation and outcomes

In your CRM, attach relevant materials and log which assets were shared. This makes it easier to refine your sales collateral based on what wins deals.

5. Handling Objections

Objections are a natural part of the process, not a sign of failure. Common themes include price, timing, priorities, or feature gaps. The cheat sheet recommends that reps:

• Welcome objections instead of avoiding them
• Ask clarifying questions before responding
• Relate responses back to value and outcomes
• Confirm whether the objection has been resolved

Capture the main objections raised in each deal so leaders can detect patterns and refine messaging or product positioning.

6. Closing the Deal

Closing is about confirming agreement, aligning on terms, and outlining next steps. A clear closing process should include:

• Confirming all stakeholders are aligned
• Summarizing the agreed‑upon solution and price
• Sending a proposal or quote with documented terms
• Defining the implementation timeline

In a CRM environment, make sure close dates, deal amounts, and stage changes are mandatory fields at this point so forecasts remain accurate.

7. Post‑Sale Handoff and Expansion

The sales process does not end at signature. High‑performing teams use structured handoffs to customer success or onboarding teams, then continue to identify upsell or cross‑sell opportunities.

• Provide a concise summary of goals and expectations to the onboarding team
• Schedule regular business reviews with the customer
• Track satisfaction, adoption, and value metrics
• Log expansion opportunities as new deals in your pipeline

How to Map This Process Inside Hubspot

To make this framework operational, configure your CRM so that every stage has clear definitions, activities, and fields.

Step 1: Configure Pipeline Stages

1. Open your sales pipeline settings.
2. Create stages that match the flow above: Prospecting, Qualified, Discovery, Presentation, Objection Handling, Closing, Won, Lost.
3. Assign a probability to each stage for forecasting.
4. Write a one‑sentence definition for every stage so reps know exactly when to move deals forward.

Step 2: Define Required Fields at Each Stage

Set required properties that must be completed when a deal enters or exits a stage, such as:

• Deal amount
• Target close date
• Primary decision maker
• Main challenge or use case

This reduces guesswork and ensures accurate reporting across teams.

Step 3: Create Task Sequences and Playbooks

For each stage in your Hubspot pipeline, outline the specific actions reps should take. For example:

• Prospecting: research account, send first outreach, schedule intro call
• Discovery: run discovery call, share tailored resources, confirm success criteria
• Presentation: deliver demo, send summary email, log feedback
• Closing: send proposal, negotiate terms, confirm start date

Where possible, standardize email templates and call scripts so new reps can ramp quickly.

Step 4: Align Reporting and Coaching

Once your process is live, use CRM dashboards to track:

• Conversion rates between each stage
• Average sales cycle length
• Common loss reasons
• Activities per rep and per deal

Sales leaders can then coach based on data, reviewing real deals and call notes instead of relying on anecdotal feedback.

Using the Hubspot Cheat Sheet Template Effectively

The original cheat sheet template breaks each step into simple prompts and example questions. To make the most of it:

1. Download or copy the template structure for your team.
2. Customize questions to your product, market, and deal size.
3. Train reps on how to use the template before calls.
4. Review completed sheets in one‑on‑ones for coaching.

Over time, refine the questions based on the patterns you see in closed‑won and closed‑lost deals.

When to Get Expert Help With Hubspot Setup

If you are migrating from another CRM, scaling a fast‑growing team, or connecting multiple tools, it can be helpful to bring in specialists familiar with Hubspot configurations, automation, and reporting. Implementation partners such as Consultevo can help design pipelines, workflows, and integrations that match your specific process rather than forcing a generic setup.

Next Steps

Start by documenting your current sales activities using the structure from HubSpot's sales process cheat sheet. Then translate those steps into stages, tasks, and fields inside your CRM. With a clear, repeatable process in place, your team can focus less on figuring out what to do next and more on having high‑quality conversations that move deals forward.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

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