Automating Deal Stage Movement in HubSpot Based on Contract End Date

In this guide, we'll show you how to set up automated workflows in HubSpot that move deals through different stages as they approach their contract end date. This process is essential for managing renewals efficiently.

Objective

Create workflows that automatically move deals to specific renewal stages when they are 6 months and 3 months away from their contract end date. In this example we’ll move a deal from >9monhts to >6monhts. Change the date’s for additional workflows.

Prerequisites

  • A HubSpot account with access to the Workflows feature.

  • A custom date property for the contract end date on your deals.

Workflow Setup

1. Access Workflows

  • Navigate to Automation > Workflows in your HubSpot account.

2. Creating a New Workflow

  • Select Create workflow.

  • Choose Deal-based workflow.

3. Setting Enrollment Triggers for the ">6months renewal" Stage

  • Click Set enrollment triggers.

  • Select the custom contract end date property.

  • Use the criteria is less than and set it to 180 days after.

  • Add a second criteria: the contract end date is more than 179 days after.

  • This combination enrolls the deal when it's between 179 and 180 days before the contract end date.

4. Adding Action to Change Deal Stage

  • Click + to add an action.

  • Select Set a property value.

  • Choose Deal Stage and set it to >6months renewal.

5. Review and Activation

  • Ensure all settings are correct.

  • Activate the workflow.

6. Repeat for ">3months renewal" Stage

  • Follow the same steps as above.

  • In the enrollment trigger, set the date criteria to is less than 90 days after and is more than 89 days after.

  • Change the Deal Stage to >3months renewal.

Additional Tips

  • Testing: Test the workflows with different scenarios to ensure they work as intended.

  • Overlap and Conflicts: Be careful of overlaps that could lead to conflicting actions.

  • Notifications: Consider adding notifications or tasks for team follow-ups.

Conclusion

By setting up these workflows, you ensure timely management of deal renewals, enhancing efficiency and accuracy in your sales process. For further assistance or advanced customizations, please reach out to HubSpot support or consult the community forums.