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   Quick Start for HubSpot  6. Setting up HubSpot Workflows based on Captured Contacts

6. Setting up HubSpot Workflows based on Captured Contacts

Processes to trigger workflows in HubSpot

Last updated on March 19, 2026
 

HubSpot outbound sequence settings

You can configure HubSpot outbound sequence enrollment per chatbot in the HubSpot integration settings.
When sequence enrollment is enabled, Expertise AI will:
  • sync the lead to HubSpot
  • check whether the lead is ICP-qualified
  • enroll the lead in the configured HubSpot Sequence only if it passes the enrollment rules

ICP gating

Sequence enrollment only applies to ICP-qualified auto-identified leads.
If a lead is synced to HubSpot but the company does not meet the ICP threshold, the contact can still be created or updated in HubSpot, but the sequence will not start.

Existing customer company suppression

You can optionally enable Skip Sequence for Existing Customer Companies in the HubSpot integration settings.
When this setting is on, Expertise AI will still create or update the HubSpot contact, but it will not enroll the lead in the sequence if the lead belongs to an existing customer company.

How existing customer companies are detected

Expertise AI checks the matched HubSpot company first.
A company is treated as an existing customer company if the matched HubSpot company record has:
  • ltv > 0, or
  • if ltv is empty, total_revenue > 0
If no qualifying company value is found, Expertise AI falls back to checking matched HubSpot contacts using the same rule:
  • ltv > 0, or
  • if ltv is empty, total_revenue > 0
This logic is company-level, not person-level. That means if one matching company or contact indicates the company is an existing customer, the company can be marked as an existing customer in the Leads dashboard and sequence enrollment can be suppressed for leads from that company.

Leads dashboard behavior

When a company is identified as an existing customer company, the Leads dashboard can show an Existing customer badge on that company.
This helps sales teams quickly understand why a sequence did not start for that lead.

Creating your first Workflow

  1. Go to HubSpot → Settings (⚙️) → Data Management → Properties.
  1. Search for the contact property named expertise. This will only exist once you've captured at least one lead from Expertise AI to HubSpot.
  1. Navigate to Workflows.
  1. Click Create workflow → Choose Start from scratch
  1. Then select Met filter criteria
  1. Then select Contacts
  1. Under contact property, search for Expertise AI
  1. You can create separate workflows for first-time leads by using Fresh, and returning leads (already in your CRM before Expertise AI recaptured them) by using Reengaged.
  1. Then proceed to create your workflow.
Note: For customers who joined before October 11, 2025, the property chatsimple may also exist. You can find it by searching for Chatsimple in the contact properties list.

Creating your first Workflow

  1. Go to HubSpot → Settings (⚙️) → Data Management → Properties.
  1. Search for the contact property named 'expertise'. This will only exist once you've captured at least one lead from Expertise AI to HubSpot
  1. Navigate to Workflows.
    1. Click Create workflow → Choose 'Start from scratch'
    2. Then 'Met filter criteria'
    3. Then 'Contacts'
    4. Then under contact property, search for 'Expertise AI'.
    5. You're able to create separate workflows for first time leads by typing 'Fresh' and returning leads (ie were in your CRM - Contacts before Chatsimple re-captured) by typing 'Reengaged'. (see image below)
    6. Then proceed to create your workflow
 
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Note: For customers who have joined before October 11, 2025, they will also have the property 'chatsimple' that can be found by searching for 'Chatsimple' in the contact property.