Webflow Forms to Notion CRM Automation
As Daniel Priestley often mentions, particularly for B2B service businesses, it is necessary to do LAPS (lead, appointment, presentation, sale) to keep the business thriving. This is one way to clearly conceptualize your sales process. There are many versions of the same concept in sales. In a previous post, I shared how to connect Stripe payments to your Notion CRM, as another part of your sales process, kicking off your onboarding and fulfillment workflows.
In order to effectively do LAPS, you need a system to capture and process leads. In this post, I am exploring one way to capture leads from your website by connecting your website forms with your Notion sales pipeline. This is useful for you if you use Webflow and Notion, or more generally, to get inspiration on how to think about your sales process. At a higher level, a system that works consistently is necessary in the long term to scale and/or run your business successfully while you focus on the most important work to be done.
Using Notion as a sales and CRM system can be great for small to medium-sized businesses, startups, and freelancers. However, it may have limitations for large companies, particularly those looking for advanced automation and integration use cases. In such cases, consider tools such as HubSpot, Pipedrive, and similar options.
But suppose you are a small or boutique firm looking to consolidate your full business management system in one place, optimizing resources and efforts. In that case, Notion can be a great tool for that, also providing some of the highest-quality AI capabilities in the market right now, as far as I can tell (I use Notion and similar tools every day).
Get the Webflow > Notion automation template →
Requirements & Implications
The automation discussed in this post is useful for you if you use Webflow for managing your site, and there are forms on your website. Some or all of these forms capture potential customers (leads), and you wish to capture the lead data into your sales system in Notion.
In Notion, this automation implies that you have a Deals database, linked with Contacts and Companies. Contacts have an email property, and there is a relation between Deals and Contacts, so we can associate the form submitter (contact) with the deal (project/company).
If you are looking to get a strong foundation to run your business that includes these requirements, check out the 24 Assets template.
Automation configuration
Here is how the automation to send form submissions from Webflow to Notion works:
Watch Events (Webflow) — This is a webhook (instant) trigger that starts the automation whenever there is a form submitted on your selected Webflow site. Make sure to select the Form submission event when setting up the Webhook for the first time, so the automation only gets that data and not different events from the site (e.g., site published, etc.).
Create database item (Notion) — This module creates a Deal in the dedicated Notion database. We can populate any property as necessary based on the data in the Webflow form. For generalization purposes, the automation template only includes the deal name and the source (website).
Search objects (Notion) — As established earlier, a Deal relates to one or multiple Contacts. So, in the third step, we search our Contacts database (using the form submitter’s email address) to check whether the Contact already exists in our database.
If the contact doesn’t already exist in our database, we
Create the contact in the dedicated Notion database, including their name and email address from the form submission, and linking the Deal created in step #2, so that the relation between Deal and Contact is set in Notion.
If the contact already exists in our database, we
Update the contact by relating the new Deal (step #2) to it, in addition to any existing Deals related to the contact.
This flow provides a simple yet efficient way to capture and manage form submissions from our website. It is just one of many possible sales-related workflows for the business.
You can further customize it to add contacts to an email newsletter service for initial marketing efforts; enrich contact and company data for better insights and tailored responses; send new deals to a specific Slack channel; and other potential uses that utilize automated workflows to ensure consistent, accurate data ready for our team to process.
If you wish to collaborate to develop your custom systems with as much or as little AI as necessary, submit the interest form.
