Phi Consulting
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Demo Request Intake

When a visitor submits a demo form, this workflow enriches their company and contact profile, checks for existing records, and routes the request to the right owner or creates a new CRM record.

OutcomeEvery demo request reaches the right rep with full context in under five minutes.

FoundationalTime to value: 1 to 2 weeks5 tools

How it flows

How it flows.

Source
Demo form submit
Process
Webhook receives
Process
Enrich contact & company
Process
Normalize fields
Store
HubSpot company lookup
Agent
Company exists?
Channel
Notify owner
Agent
Validate new company
Store
Create CRM records
Output
Push enrichment to CRM
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    Build it, step by step

    Build it, step by step.

    1. 01

      Hook the form submission

      Add a webhook to the website demo form so every submission lands in Clay. This captures name, email, company, domain, and acquisition source in real time.

      • Attach webhook endpoint to the demo form
      • Test with a dummy submission
      • Confirm a new row appears in Clay with full name, work email, company name, domain, and source field

    2. 02

      Enrich the record

      Use Clay enrichment waterfall to fill missing company and contact attributes. This gives reps the full picture before they pick up the phone.

      • Run enrichment for company domain, LinkedIn page, headcount, and industry
      • Pull contact LinkedIn URL and job title
      • Store results in dedicated columns for downstream use

    3. 03

      Normalize fields for CRM matching

      Create clean, standardized columns so HubSpot lookups do not fail on casing or whitespace. These become your source of truth for deduplication.

      • Build Final Contact Name column
      • Build Final Company Name and Company Domain columns
      • Build LinkedIn Profile URL and Company LinkedIn URL columns

    4. 04

      Look up company in HubSpot

      Check if the company already exists by domain or name. This prevents duplicate records and surfaces existing ownership.

      • Run HubSpot company lookup using normalized domain
      • Fall back to company name if domain is missing
      • Return record ID and owner if found

    5. 05

      Route to existing owner

      If the company is already in HubSpot, notify the assigned rep in Slack with contact, company, and demo request details. No new record is created.

      • Extract record owner from HubSpot
      • Send Slack DM with contact name, company name, and form details
      • Include link to HubSpot company record

    6. 06

      Validate new companies

      If no match is found, verify the company is real before creating a record. This filters out junk submissions and personal emails.

      • Check for valid domain
      • Confirm active website
      • Verify LinkedIn company page exists

    7. 07

      Create CRM records

      If validation passes, create the company and contact in HubSpot. Associate the contact to the company so the relationship is intact from day one.

      • Create new HubSpot company record
      • Create contact record
      • Associate contact to company
      • Populate properties from enriched data

    8. 08

      Push enrichment back to CRM

      Write enriched fields into HubSpot so reps see industry, headcount, LinkedIn URLs, and title without switching tools.

      • Update company properties: domain, industry, headcount, LinkedIn
      • Update contact properties: name, title, email, LinkedIn
      • Trigger HubSpot workflow if configured

    The stack

    The stack.

    Related workflows

    Related workflows.

    Revenue WorkflowVisitor De-AnonymizationCaptures anonymous website traffic, unmasks company and contact data, scores fit, and triggers tiered outbound motion based on intent strength.
    Revenue WorkflowTarget Account Build and ScorePull closed deal data from your CRM, backtest to define your real ICP, build and score a broad TAM, then orchestrate outbound and signal tracking that pushes qualified accounts back into pipeline.
    Revenue WorkflowSignal ActivationThis workflow ingests intent signals from CRM, product, review sites, partner networks, technographic feeds, and social channels. It cleans, scores, and routes them into your CRM and activation tools so reps act on qualified opportunities fast.

    Talk to us: Want this workflow run for you?

    We wire it into your stack, then run it.

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