Automate a sales-to-CS handoff when a HubSpot deal closes won using Make

Prerequisites

Step 1: Set up the HubSpot deal trigger

Create a new scenario. Add a HubSpot CRM module -> Watch Deals:

• Connection: Your HubSpot OAuth connection
• Watch: Updated Deals
• Pipeline: Select your pipeline (or leave blank for all pipelines)

This polls HubSpot for recently updated deals. The module emits one bundle per updated deal.

Step 2: Filter for Closed Won

Add a Filter between the trigger and the next module:

• Condition: dealstage equals closedwon

Only deals that moved to Closed Won pass through. All other deal updates are discarded without consuming additional credits.

Step 3: Fetch full deal details

The Watch Deals module may not return all properties you need. Add an HTTP module:

• URL: https://api.hubapi.com/crm/v3/objects/deals/{{deal_id}}?properties=dealname,amount,closedate,hubspot_owner_id,contract_length,description&associations=contacts
• Method: GET

This returns the full deal record with associated contact IDs.

Step 4: Fetch the primary contact

Add another HTTP module to get the primary contact's details:

• URL: https://api.hubapi.com/crm/v3/objects/contacts/{{contact_id}}?properties=firstname,lastname,email,phone,jobtitle,company
• Method: GET

Map contact_id from the associations array in the previous step's output.

Step 5: Fetch the sales rep name

Add an HTTP module to resolve the deal owner:

• URL: https://api.hubapi.com/crm/v3/owners/{{hubspot_owner_id}}
• Method: GET

Step 6: Send Slack notification

Add a Slack module -> Create a Message:

• Channel: #cs-handoffs
• Text:

:tada: *New Closed-Won Deal — CS Handoff*
 
*Deal:* {{dealname}}
*Value:* ${{amount}}
*Sales Rep:* {{owner_firstName}} {{owner_lastName}}
*Close Date:* {{closedate}}
*Contract Length:* {{contract_length}}
 
*Primary Contact:*
{{contact_firstName}} {{contact_lastName}} ({{contact_jobtitle}})
📧 {{contact_email}}
📞 {{contact_phone}}
 
<https://app.hubspot.com/contacts/YOUR_PORTAL_ID/deal/{{deal_id}}|View Deal in HubSpot>

For Block Kit formatting, use Slack -> Make an API Call:

• URL: /chat.postMessage
• Method: POST
• Body: JSON with channel, text, and blocks array

Step 7: Create a HubSpot task

Add an HTTP module to create an onboarding task:

• URL: https://api.hubapi.com/crm/v3/objects/tasks
• Method: POST
• Body type: Raw JSON

{
  "properties": {
    "hs_task_subject": "Onboarding: {{dealname}}",
    "hs_task_body": "New closed-won deal ready for CS onboarding.\n\nDeal: {{dealname}}\nValue: ${{amount}}\nSales Rep: {{owner_firstName}} {{owner_lastName}}\nContact: {{contact_email}}",
    "hs_task_status": "NOT_STARTED",
    "hs_task_priority": "HIGH",
    "hubspot_owner_id": "CS_REP_OWNER_ID",
    "hs_timestamp": "{{formatDate(now; 'YYYY-MM-DDTHH:mm:ss.SSSZ')}}"
  },
  "associations": [
    {
      "to": { "id": "{{deal_id}}" },
      "types": [{ "associationCategory": "HUBSPOT_DEFINED", "associationTypeId": 204 }]
    }
  ]
}

Replace CS_REP_OWNER_ID with your CS rep's owner ID.

Step 8: Add error handling and activate

1. On each HTTP module: add a Resume error handler with 10-second delay
2. On the Slack module: add a Break error handler for later retry
3. Enable email notifications for failed executions
4. Click Run once to test (move a test deal to Closed Won)
5. Toggle the scenario to Active

Cost and credits

• Free plan: 1,000 credits/month. This scenario uses approximately 6 credits per closed-won deal (1 trigger + 1 deal fetch + 1 contact fetch + 1 owner fetch + 1 Slack + 1 task). If you close 10 deals/month, that's ~60 credits.
• Core plan: $29/month. Required if you need faster polling or the Code module for CS rep routing logic.

Next steps

• Dynamic CS routing — add a Code module that maps deal size, industry, or region to the correct CS rep owner ID
• Onboarding checklist — use a Router to create multiple tasks in parallel (kickoff call, intro email, account setup)
• Welcome email — add a step to send a welcome email to the primary contact via the HubSpot transactional email API
• Slack thread — post the initial notification, then reply in-thread with the full contact list and sales notes