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Deal probability auto-set by stage (weighted forecast)

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.

Deal13 stepsUpdated for HubSpot seat pricing
OutcomeEvery deal carries a probability percentage that updates automatically as it moves through the pipeline, giving forecast rollups a consistent input instead of a field reps forget to touch.
Workflow mapdeal-hygiene-011
Deal stage changes, pipeline matches leads to Which stage?. Which stage? leads to Qualified to Buy: Set probability = 20; Demo Scheduled: Set probability = 40; Proposal Sent: Set probability = 60; Negotiation: Set probability = 80; Closed Won: Set probability = 100; Closed Lost: Set probability = 0. Deal stage changes, pipeline matches Which stage? Qualified to Buy Set probability = 20 Demo Scheduled Set probability = 40 Proposal Sent Set probability = 60 Negotiation Set probability = 80 Closed Won Set probability = 100 Closed Lost Set probability = 0
Deal stage changes, pipeline matches leads to Which stage?. Which stage? leads to Qualified to Buy: Set probability = 20; Demo Scheduled: Set probability = 40; Proposal Sent: Set probability = 60; Negotiation: Set probability = 80; Closed Won: Set probability = 100; Closed Lost: Set probability = 0. Deal stage changes, pipeline matches Which stage? Qualified to Buy Set probability = 20 Demo Scheduled Set probability = 40 Proposal Sent Set probability = 60 Negotiation Set probability = 80 Closed Won Set probability = 100 Closed Lost Set probability = 0

When to use it, when not to

Use it

  • Use it when the team needs a probability value on the deal record itself, for a report or dashboard that native pipeline-level forecasting does not expose per record the way you need.
  • Use it as a documented, agreed mapping between stage and probability, built with the sales manager, not guessed.
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Skip it

  • Do not build this if your pipeline stages already have win probabilities configured natively (Settings > Objects > Deals > Pipelines > stage >; probability) and the native Forecast tool already meets the reporting need, check first, this fiche may be unnecessary work.
  • Do not treat the resulting number as more accurate than the stage-probability mapping it is built on, it reflects the agreed assumption, not measured close rates, unless the mapping is reviewed against real win-rate data periodically.
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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 · 13 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 · 9 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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