Service · HubSpot automation · Perth + Remote

HubSpot automation, built to close gaps

Your CRM should be routing leads, triggering follow-ups and staying clean without anyone babysitting it. We automate HubSpot workflows for sales follow-up, lead routing, CRM hygiene and system integration. Not a generic HubSpot agency. Perth-based, working Australia-wide.

Map your HubSpot automation gaps See all automation

9⁺

HubSpot workflow types we commonly build

<1^wk

for a single workflow

steps with human approval kept in the loop

Perth

in-person or remote AU-wide

01The problem

The CRM that runs on manual effort

Leads arrive and sit unrouted. Sales follow-up slips because someone forgot. The CRM fills with duplicates and stale data. HubSpot and your finance system never quite talk to each other.

None of this needs a person making it happen manually. HubSpot has a solid API, and these processes follow the same rules every time. We build the automations that route, follow up, clean and connect, so your team works the pipeline instead of maintaining it.

Done by hand right nowautomatable

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CRM data decay. Duplicate contacts, stale companies, missing fields accumulating over time.
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Manual lead routing. Inbound leads sitting unassigned until someone notices.
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Sales follow-up that slips. Reps relying on memory or sticky notes to chase deals.
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Disconnected systems. HubSpot and your finance or Microsoft 365 tools not sharing data.

02Workflows

HubSpot workflows we automate

Lead routing and assignment

New inbound leads assigned to the right rep or team automatically, based on source, territory or deal type.

Sales follow-up sequences

Timed, personalised follow-up emails and tasks triggered by deal stage, without manual scheduling.

CRM data cleanup and deduplication

Identify and merge duplicate contacts, flag incomplete records, and enforce field hygiene as a recurring automated process.

Lead scoring and triage

Score leads on behaviour and firmographic data, then surface the high-priority ones to your team automatically.

Deal-stage automation

Move deals through pipeline stages, create tasks and notify reps based on contact activity and elapsed time.

Quote and invoice handoff to Xero

A won deal or accepted quote in HubSpot creates a draft invoice in Xero, ready to review and send.

HubSpot to Microsoft 365 sync

Contacts, companies and meetings flow between HubSpot and Microsoft 365 without manual export or copy-paste.

AI-assisted email drafting with human approval

AI drafts a personalised follow-up based on deal context; a human reviews and approves before it sends.

Custom HubSpot API integration

Whatever system HubSpot needs to talk to, we build the integration via the HubSpot API or n8n.

03Honest fit

What we do, and what we do not

WE DO

✓HubSpot workflow automation: lead routing, follow-up, deal-stage triggers.
✓CRM data cleanup and ongoing deduplication.
✓HubSpot integration with Xero, Microsoft 365 and other systems via n8n.
✓AI-safe automation: AI-assisted steps keep a human in the approval loop.
✓Scoped, outcome-focused engagements with a fixed scope and known cost.

WE DO NOT

!Generic inbound marketing strategy or content campaigns.
!Basic HubSpot onboarding and portal setup.
!Paid media management or SEO.
!HubSpot certifications or training delivery.

If you need a full inbound setup, a certified HubSpot partner agency is the right fit. If you need your existing HubSpot to work without manual effort, that is us. We also work with businesses in professional services that use HubSpot as their primary CRM.

04Data & control

Your CRM data, handled safely

CRM data includes contact details, deal values and customer conversations. We treat it accordingly. Automations connect through the HubSpot API with scoped access tokens, not shared credentials or screen-scraping. AI-assisted steps that draft emails or triage leads require a human to approve before anything is sent or changed.

Every automated action is logged so you have a clear audit trail. For organisations that need a broader data-handling review alongside their automation work, that pairs with our AI data loss prevention service.

Built in by default

✓HubSpot API with scoped access tokens only.
✓AI steps require human approval before acting.
✓Every action logged for an audit trail.
✓Credentials stored securely, never in the frontend.

Connecting HubSpot to Xero? See Xero automation. Need integrations beyond native HubSpot? See n8n consultant. Want the full picture first? Start with our main automation service.

05Clients

What our clients say

Josh and the VibeZero team turned a mess of ideas into a working product faster than I thought possible. They actually listened to what we needed, didn't overcomplicate things, and delivered something our team could use straight away. Genuinely one of the best tech experiences I've had as a business owner.

Natasja KleinmanFounder, Flexi Tribe

Working with VibeZero was refreshingly straightforward. No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for. I'd recommend them to any small business looking to actually get results from AI.

Blake GoodDirector, Good Designs

06Related

The full capability list

Consulting, automation, security and training, plus the build and fix work when you need it. These are the eight we lead with; 32 in total. Your AI consultant in Perth, working nationally.

AI Consulting

Map your ops, find where AI makes sense, build an implementation plan your team can follow.

Learn more 02

Automation

n8n, Make, Power Automate, custom integrations. The boring weekly tasks, automated.

Learn more 03

AI Security & DLP

Stop data leaking into AI tools. Usage policy, M365 controls, Privacy Act and Essential Eight aligned.

Learn more 04

AI Training

Train your whole team to use AI well. Role-based programs, workshops and coaching across Claude, ChatGPT and Copilot.

Learn more 05

App Development

Apps, tools, MVPs and internal systems built with AI-assisted dev, with senior engineering oversight.

Learn more 06

Vibe Code Audit & Fix

Built with Claude, Cursor, Bolt or Lovable? We find what's broken, patch it, hand it back production-ready.

Learn more 07

AI Agents

Custom agents for CRM, accounting, project management. Built with Claude, GPT and MCP.

Learn more 08

Agentic Coding

Autonomous coding agents build features end-to-end. We review, steer, and ensure production quality.

Learn more

See all 32 services

07FAQ

Frequently asked questions

The repetitive CRM and sales work: routing new leads to the right rep, triggering sales follow-up sequences, cleaning and deduplicating contact records, scoring and triaging inbound leads, moving deals through pipeline stages based on activity, and syncing HubSpot data with Xero, Microsoft 365 or other systems. We automate the steps a person does by hand every day.

No. We are not a certified HubSpot partner and we do not do generic inbound marketing, content strategy or basic CRM onboarding. What we do is workflow automation, system integration and CRM hygiene: making the HubSpot you already have work without manual effort. If you need a full inbound setup, a specialist HubSpot partner agency is the right fit. If you need your existing HubSpot to stop leaking leads and run itself, that is us.

Yes. Connecting HubSpot to finance and productivity tools is a common engagement. We integrate HubSpot with Xero for quote and invoice handoff via our Xero automation work, and with Microsoft 365 for contact sync and task creation. For integrations that go beyond native HubSpot connectors, we use n8n to build the bridge. See our n8n consultant page for detail on that tooling.

Yes. Automations connect through the HubSpot API with scoped access tokens, not shared logins or screen-scraping. AI-assisted steps that draft emails or triage leads keep a human in the approval loop before anything is sent or acted on. Every automated action is logged. For organisations that need a broader data-handling review, this pairs with our AI data loss prevention work.

Yes. We are Perth-based and work on-site across the metro area, and remotely with HubSpot users Australia-wide.

Get HubSpot working without the manual effort