Automate HubSpot + Asana with GAIA
Create onboarding and delivery tasks in Asana from new HubSpot deals
Every closed deal in HubSpot represents a handoff that needs to happen — from sales to customer success, implementation, or delivery. Without automation, that handoff relies on a salesperson remembering to notify the right team, and the delivery team manually creating Asana tasks that should have been generated from the deal data already sitting in HubSpot.
GAIA automates the sales-to-delivery handoff so nothing falls through the cracks. When a HubSpot deal closes, GAIA creates a structured Asana project or task list for the relevant delivery team, pre-populated with customer details from the CRM. As the onboarding progresses, GAIA can log Asana milestone completions back to HubSpot so account managers stay informed without interrupting the delivery team.
This integration is built for SaaS companies, professional services firms, and agencies where closing a deal immediately generates structured delivery work that needs to be tracked in Asana.
5 things you can automate
Everything GAIA can do when HubSpot and Asana are connected.
Auto-create onboarding projects from closed deals
When a HubSpot deal reaches Closed Won, GAIA creates a new Asana project from the appropriate onboarding template, pre-fills customer details, assigns the customer success team, and sets deadlines based on contract start date.
Sync deal data to Asana project fields
GAIA maps HubSpot deal fields — company name, contract value, product purchased, primary contact — to Asana project custom fields so the delivery team has full context without accessing HubSpot.
Log Asana milestone completions in HubSpot
When key Asana onboarding tasks are completed, GAIA logs the milestones as HubSpot deal activities, keeping account managers informed of onboarding progress directly in their CRM view.
Escalate at-risk onboardings to HubSpot
When an Asana onboarding project is overdue or flagged as at-risk, GAIA creates a HubSpot task for the account owner to reach out to the client proactively, preventing churn before it happens.
Trigger HubSpot sequences from Asana completions
When an Asana onboarding project is marked complete, GAIA enrolls the client in a HubSpot post-onboarding email sequence, initiating the customer success phase without any manual CRM action.
How to set it up
Connect HubSpot and Asana to GAIA in three steps.
- 1
Connect HubSpot and Asana to GAIA
Authorize GAIA to access your HubSpot portal and Asana workspace. Map HubSpot pipeline stages and deal properties to Asana project templates and task fields.
- 2
Define handoff rules and templates
Configure which HubSpot deal stages or properties trigger Asana project creation, which Asana template to use for each deal type, and which fields to pre-populate from CRM data.
- 3
GAIA bridges sales and delivery automatically
GAIA monitors HubSpot for deal stage changes and creates Asana projects immediately, while also reporting Asana milestone progress back to HubSpot so both teams work from accurate, shared data.
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