Automate a sales-to-CS handoff when a HubSpot deal closes won using n8n

Prerequisites

Step 1: Add a HubSpot Trigger node

Create a new workflow and add a HubSpot Trigger node:

• Authentication: Select your HubSpot credential
• Event: Deal Property Changed
• Property: dealstage

This fires every time any deal's stage property changes. You'll filter for closedwon in the next step.

Step 2: Filter for Closed Won only

Add an IF node to only process deals that moved to Closed Won:

• Condition: {{ $json.properties.dealstage.value }} equals closedwon

Route the true output to the rest of the workflow. The false output goes nowhere — other stage changes are ignored.

Step 3: Fetch full deal details

The trigger only sends the deal ID and changed property. Add an HTTP Request node to get the full deal record:

• Method: GET
• URL: https://api.hubapi.com/crm/v3/objects/deals/{{ $json.objectId }}
• Authentication: Predefined -> HubSpot API
• Query params: properties=dealname,amount,dealstage,hubspot_owner_id,closedate,hs_num_associated_contacts,notes_last_updated,contract_length,description&associations=contacts

The associations=contacts parameter returns associated contact IDs so you can pull contact details.

Step 4: Fetch associated contacts

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

• Method: GET
• URL: https://api.hubapi.com/crm/v3/objects/contacts/{{ $json.associations.contacts.results[0].id }}
• Query params: properties=firstname,lastname,email,phone,jobtitle,company

Step 5: Fetch the deal owner's name

Add an HTTP Request node to resolve the sales rep's owner ID to a name:

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

Step 6: Send Slack notification to CS channel

Add a Slack node:

• Resource: Message
• Operation: Send a Message
• Channel: #cs-handoffs
• Message Type: Block Kit

{
  "blocks": [
    {
      "type": "header",
      "text": {
        "type": "plain_text",
        "text": "🎉 New Closed-Won Deal — CS Handoff"
      }
    },
    {
      "type": "section",
      "fields": [
        {
          "type": "mrkdwn",
          "text": "*Deal*\n{{ $('Fetch Deal').item.json.properties.dealname }}"
        },
        {
          "type": "mrkdwn",
          "text": "*Value*\n${{ parseFloat($('Fetch Deal').item.json.properties.amount || '0').toLocaleString() }}"
        },
        {
          "type": "mrkdwn",
          "text": "*Sales Rep*\n{{ $('Fetch Owner').item.json.firstName }} {{ $('Fetch Owner').item.json.lastName }}"
        },
        {
          "type": "mrkdwn",
          "text": "*Close Date*\n{{ $('Fetch Deal').item.json.properties.closedate.split('T')[0] }}"
        }
      ]
    },
    {
      "type": "divider"
    },
    {
      "type": "section",
      "text": {
        "type": "mrkdwn",
        "text": "*Primary Contact*\n{{ $('Fetch Contact').item.json.properties.firstname }} {{ $('Fetch Contact').item.json.properties.lastname }} ({{ $('Fetch Contact').item.json.properties.jobtitle || 'No title' }})\n📧 {{ $('Fetch Contact').item.json.properties.email }}\n📞 {{ $('Fetch Contact').item.json.properties.phone || 'No phone' }}"
      }
    },
    {
      "type": "section",
      "text": {
        "type": "mrkdwn",
        "text": "*Contract Length*\n{{ $('Fetch Deal').item.json.properties.contract_length || 'Not specified' }}"
      }
    },
    {
      "type": "actions",
      "elements": [
        {
          "type": "button",
          "text": {
            "type": "plain_text",
            "text": "View Deal in HubSpot"
          },
          "url": "https://app.hubspot.com/contacts/YOUR_PORTAL_ID/deal/{{ $('Fetch Deal').item.json.id }}"
        }
      ]
    }
  ]
}

Step 7: Create a HubSpot task for the CS rep

Add an HTTP Request node to create an onboarding task:

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

{
  "properties": {
    "hs_task_subject": "Onboarding: {{ $('Fetch Deal').item.json.properties.dealname }}",
    "hs_task_body": "New closed-won deal ready for CS onboarding.\n\nDeal: {{ $('Fetch Deal').item.json.properties.dealname }}\nValue: ${{ parseFloat($('Fetch Deal').item.json.properties.amount || '0').toLocaleString() }}\nSales Rep: {{ $('Fetch Owner').item.json.firstName }} {{ $('Fetch Owner').item.json.lastName }}\nPrimary Contact: {{ $('Fetch Contact').item.json.properties.email }}",
    "hs_task_status": "NOT_STARTED",
    "hs_task_priority": "HIGH",
    "hubspot_owner_id": "CS_REP_OWNER_ID",
    "hs_timestamp": "{{ new Date().toISOString() }}"
  },
  "associations": [
    {
      "to": { "id": "{{ $('Fetch Deal').item.json.id }}" },
      "types": [{ "associationCategory": "HUBSPOT_DEFINED", "associationTypeId": 204 }]
    }
  ]
}

Replace CS_REP_OWNER_ID with the actual owner ID of your CS rep, or add logic to route based on deal size, industry, or region.

Step 8: Add error handling and activate

1. Enable Settings -> Retry On Fail on each HTTP Request node (2 retries, 5-second wait)
2. Create an Error Workflow that sends a Slack DM when the handoff fails
3. Click Execute Workflow to test (manually move a test deal to Closed Won in HubSpot)
4. Toggle the workflow to Active

Cost

• n8n Cloud Starter: $24/mo for 2,500 executions. Each closed-won deal triggers 1 execution. Self-hosted n8n is free.
• Maintenance: update the CS rep owner ID if team assignments change. Consider building an owner routing table in a Code node for automatic assignment.

Next steps

• CS rep routing — add a Code node that maps deal properties (size, industry, region) to the appropriate CS rep owner ID
• Onboarding checklist — create multiple tasks (kickoff call, intro email, account setup) instead of a single task
• Timeline note — add an HTTP Request to post a note on the deal timeline (POST /crm/v3/objects/notes) documenting that the handoff occurred
• Welcome email — add a step to trigger a HubSpot workflow or send an email to the customer's primary contact