HubSpot closed-won to Basecamp kickoff project, Slack announcement

Build me an agent workflow that turns a closed-won deal in HubSpot into a fully scaffolded delivery kickoff: a brand-new Basecamp project for the client, a populated kickoff to-do list, and a handoff announcement in Slack.

Trigger: an incoming webhook from HubSpot fired when a deal's deal-stage property changes to my closed-won stage. Let me configure which stage value (or values) counts as closed-won, since that varies by pipeline. Ignore webhook events for any other stage change.

When the webhook fires, the agent should:

1) Call HubSpot Get Deal on the deal ID from the webhook to pull the deal name, amount, close date, deal owner, pipeline, stage, and any custom scope fields I have on deals.

2) From the deal's associated company, call HubSpot Get Company to pull the company name, domain, industry, and primary contact details. If there is no associated company, fall back to the deal name for the client name.

3) If needed, call HubSpot List Owners (filterable by email) to resolve the deal owner's name and email for the announcement.

4) Call Basecamp Create a Project named after the client (for example, "Acme Co. – Kickoff") with a short description that includes the deal amount and a link back to the HubSpot deal record.

5) Call Basecamp Get a Project on the new project to read the dock and grab the todoset ID.

6) Call Basecamp Create a To-Do List on that todoset named "Kickoff".

7) Call Basecamp Create a To-Do once per item in my kickoff template, with realistic due dates relative to today. Default template (let me edit this):

• Send welcome email to client (due today)

• Schedule kickoff call (due in 2 days)

• Confirm contract countersign and store in project (due in 3 days)

• Requirements gathering session (due in 5 business days)

• Internal sales-to-delivery handoff doc (due in 5 business days)

• Project plan and milestones drafted (due in 10 business days)

Each to-do should include a short description tailored to this client (use the deal amount, scope fields, and company name to personalize where it helps).

8) Call Slack Bot Send a Message to my configured sales-to-delivery channel (default: #sales-to-delivery, let me change it) with a clean handoff post that includes the client name, deal amount, deal owner, the assigned project lead, and the Basecamp project URL. Use Slack mrkdwn formatting, not standard Markdown.

Guardrails: before creating a new Basecamp project, check whether a project already exists for this deal (by searching project names for the client name plus deal name, or by storing the HubSpot deal ID in the project description and checking for it). If one exists, skip the project and to-do creation and just post the Slack handoff with a note that the project already existed. This prevents duplicates if a deal flips in and out of closed-won.

Configuration knobs I want to be able to edit without rewriting the workflow:

• The HubSpot deal-stage value(s) that count as closed-won

• The Slack channel the announcement goes to

• The kickoff to-do template (items, descriptions, and due-date offsets)

• Optional: a default Basecamp assignee for each to-do

Additional information

What does this prompt do?

Watches HubSpot for deals that move into your closed-won stage and reacts the moment it happens.
Pulls the client name, deal amount, deal owner, and any scope notes from the HubSpot deal and the linked company.
Creates a new Basecamp project named after the client and seeds a Kickoff to-do list with realistic next steps and due dates.
Posts a clean handoff message to your sales-to-delivery Slack channel with the deal amount, project link, and assigned lead.

What do I need to use this?

A HubSpot account where you can manage deals and turn on outgoing webhooks for deal-stage changes.
A Basecamp account where you can create new projects.
A Slack workspace plus the channel you want kickoff announcements posted to.
The name of the deal stage that counts as closed-won in your pipeline.

How can I customize it?

Pick which deal-stage value counts as closed-won, or run it on more than one stage (for example, your services pipeline and your renewals pipeline).
Edit the kickoff to-do template: welcome email, kickoff call, requirements gathering, contract countersign, internal handoff doc, and anything else your team always does on day one.
Choose the Slack channel for the announcement and tweak what the message says, including who gets tagged as the delivery lead.

Frequently asked questions

Will this work with a HubSpot Free account?

You need a HubSpot plan that lets you send outgoing webhooks when a deal stage changes. Most paid HubSpot tiers include this; HubSpot Free does not, so you would need to upgrade or trigger it from a workflow on a higher tier.

What if the same deal moves into closed-won more than once?

You can tell the workflow to check whether a Basecamp project already exists for that deal before creating a new one, so reopening and reclosing a deal will not spawn duplicates.

Can the kickoff to-dos be assigned to specific people automatically?

Yes. You can hard-code an assignee per to-do (for example, the delivery lead gets the kickoff call and the account manager gets the welcome email), or look up the assignee dynamically from the deal owner.

Does it work with a custom deal pipeline?

Yes. You tell the workflow which pipeline and stage value represents closed-won, so custom pipelines work the same as the default one.

Can I tweak the to-do list after it is created?

Absolutely. The Basecamp project and to-dos are created like any other, so your team can edit, reassign, add, or remove items inside Basecamp at any time.