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Client Overview
IT Consulting GmbH Company, a 25-person IT services firm in Munich, uses HubSpot for sales and ActiveCampaign for client communications. They needed a way to automatically move contacts into the right campaigns as deals advanced in the pipeline. Challenges Manual exports and list updates wasted 20–30 min per week Frequent errors in selecting or mapping the right contact Delays meant prospects sometimes got follow-up emails days late
Our Solution
We designed a Zapier workflow that connects HubSpot deal updates directly to ActiveCampaign.
When a deal hits a key stage (e.g., “Closing Call Scheduled”): Zapier instantly identifies the right contact
Subscribes them to the correct ActiveCampaign list
Unsubscribes them from outdated sequences
Business Impact Real-time enrollment:
prospects get follow-up emails within seconds
Error-free segmentation:
automation ensures the right contact always gets the right message 30% higher
engagement: timely, relevant emails boosted call confirmations
Time savings: sales & marketing reclaimed 30 min per week from admin work
Conclusion
By automating deal-stage subscriptions, NextLevel IT Consulting eliminated manual list management, accelerated follow-ups, and improved conversion rates. This streamlined workflow shows how even mid-sized consultancies can align sales and marketing with automation—no extra staff required.