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Deal missing line items before close

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.

Deal8 stepsUpdated for HubSpot seat pricing
OutcomeA deal heading into a late stage with no line items gets caught, so the deal amount and the actual products sold line up before the deal closes.
Workflow mapdeal-hygiene-019
Deal enters late stage leads to Has an associated line item?. Has an associated line item? leads to yes: Set Has Line Items = true, exit; no: Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Delay 2 business days. Delay 2 business days leads to Line item added now?. Line item added now? leads to yes: Set Has Line Items = true, exit; no: Reminder notification. yes no yes no Deal enters late stage Has an associated line item? Set Has Line Items = true, exit Create task for owner Notify owner Delay 2 business days Line item added now? Set Has Line Items = true, exit Reminder notification
Deal enters late stage leads to Has an associated line item?. Has an associated line item? leads to yes: Set Has Line Items = true, exit; no: Create task for owner. Create task for owner leads to Notify owner. Notify owner leads to Delay 2 business days. Delay 2 business days leads to Line item added now?. Line item added now? leads to yes: Set Has Line Items = true, exit; no: Reminder notification. yes no yes no Deal enters late stage Has an associated line item? Set Has Line Items = true, exit Create task for owner Notify owner Delay 2 business days Line item added now? Set Has Line Items = true, exit Reminder notification

When to use it, when not to

Use it

  • Use it when deals commonly reach late stages with an Amount typed in manually but no actual line items backing it up, which breaks reporting on products sold.
  • Use it together with a native required-property-per-stage setting if you want a hard stop, this workflow only detects and nudges.
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Skip it

  • Do not use it if your team does not use the Products / line items feature at all and just tracks a flat Amount. This fiche assumes line items are the expected source of the deal amount.
  • Do not use it on pipelines where a deal can legitimately close without line items, for instance services scoped outside of Products.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 3 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 · 8 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 · 5 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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