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Overdue close date notification

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Sales Hub Professional.

Deal7 stepsUpdated for HubSpot seat pricing
OutcomeReps and managers get notified as soon as a deal's close date has passed while the deal is still open, so forecast dates stay realistic instead of quietly drifting into the past.
Workflow mapdeal-hygiene-003
Deal enrolls: open stage, close date in the past leads to Set alert sent flag = true. Set alert sent flag = true leads to Notify owner. Notify owner leads to Create task: update close date or stage. Create task: update close date or stage leads to Delay 3 business days. Delay 3 business days leads to Still overdue?. Still overdue? leads to yes: Notify manager - escalation; no: Reset alert flag = false, exit. yes no Deal enrolls: open stage, close date in the past Set alert sent flag = true Notify owner Create task: update close date or stage Delay 3 business days Still overdue? Notify manager - escalation Reset alert flag = false, exit
Deal enrolls: open stage, close date in the past leads to Set alert sent flag = true. Set alert sent flag = true leads to Notify owner. Notify owner leads to Create task: update close date or stage. Create task: update close date or stage leads to Delay 3 business days. Delay 3 business days leads to Still overdue?. Still overdue? leads to yes: Notify manager - escalation; no: Reset alert flag = false, exit. yes no Deal enrolls: open stage, close date in the past Set alert sent flag = true Notify owner Create task: update close date or stage Delay 3 business days Still overdue? Notify manager - escalation Reset alert flag = false, exit

When to use it, when not to

Use it

  • Use it when forecast reports show a growing pile of deals with close dates in the past.
  • Use it to force a conscious decision on every overdue deal: push the date, or move the stage.
Read more on when to use itShow less

Skip it

  • Do not use it right after a bulk import or migration without first checking the default close date HubSpot assigned to imported deals, or you will trigger a mass false-positive alert wave.
  • Do not use it as your only close-date control if you also need close-date-push tracking. Pair it with deal-hygiene-026 if reps habitually push dates instead of fixing them.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 4 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 7 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 5

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 4 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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