Let me guess. You’ve got deals sitting in the wrong stages, your reports don’t make sense, and your sales team is still entering notes manually. And somehow, every month it feels like the data is lying to you.
That’s not just a HubSpot issue. That’s a RevOps issue.
Whether you’re just getting started or trying to clean things up, this post will walk you through how to set up RevOps in HubSpot in a way that’s actually sustainable. No fluff. No jargon. Just the things that actually move the needle.
Before you touch a single workflow, take a step back and ask:
How does revenue actually move through your business?
This includes how leads are captured, how they’re qualified, what happens during the sales process, and what happens after a deal closes.
Write it down. Seriously. Even if it’s messy.
Once you’ve mapped out the actual journey, you can start to shape HubSpot around that — not the other way around.
HubSpot will scale your mess if you’re not careful. So before you automate anything, fix what’s broken.
Here’s what to look at:
Lifecycle stages — Are they clearly defined? Do people move through them consistently?
Lead sources — Are you tracking where leads come from in a way that’s reportable?
Owner assignment — Is it automated, or does someone still manually pass leads around?
Even small improvements in these areas can have a huge impact on your pipeline visibility.
The best automation is invisible. It helps people do their jobs better without them even noticing.
A few high-impact ones:
Assign leads based on region or industry
Create tasks for follow-ups if a deal hasn’t moved in 7 days
Send internal alerts when a lead hits SQL or becomes sales-ready
Start with these. They’ll reduce dropped leads and make sure nobody gets forgotten.
Avoid over-engineering your workflows. If it takes more than 60 seconds to explain to someone, it’s probably too much.
RevOps doesn’t work in silos. If marketing is optimizing for MQLs and sales is chasing random deals, you’ve got a disconnect.
Bring everyone together and talk about:
What makes a lead truly qualified?
What data does each team need to do their job?
What’s broken in the handoff from one team to the next?
Sometimes the best “automation” is just getting people on a 15-minute call to align.
Your team shouldn’t have to open five tabs to understand what’s going on.
Create one central dashboard for each team with only the metrics they actually care about. For example:
Marketing — lead source breakdown, MQLs by campaign
Sales — deals by stage, win rate, average deal size
Service — tickets by category, time to close, upsell opportunities
Set these dashboards as default so they open every time someone logs in. Out of sight means out of mind.
RevOps in HubSpot is not a one-time project. You’re not done once the workflows are built and the dashboards are live.
Make it part of your monthly rhythm to:
Review data quality issues
Spot automation bottlenecks
Ask for team feedback
Update processes based on what’s actually happening
RevOps is about being proactive, not reactive. And HubSpot gives you the visibility to do that — if you’re paying attention.
RevOps in HubSpot doesn’t have to feel like a massive project. When you focus on the fundamentals — clean data, smart automation, cross-team collaboration, and reporting — you build a system that supports growth instead of getting in the way of it.
If your HubSpot feels like it’s working against you, not with you, let’s fix that. I work with companies every week to clean up messy setups, create clarity, and build systems that scale with their business.