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Approval required for deals below margin threshold

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

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Deal6 stepsUpdated for HubSpot seat pricing
OutcomeA deal with margin below the agreed floor cannot reach Closed Won until a named approver signs off, extending the same approval-gate architecture as deal-hygiene-015 to margin instead of discount percent.
Workflow mapdeal-hygiene-028
Deal in pre-Closed-Won stage, margin below floor, not approved leads to Notify approver. Notify approver leads to Create approval task. Create approval task leads to Delay 2 business days. Delay 2 business days leads to Still not approved?. Still not approved? leads to yes: Escalation notification; no: Exit, approved, can advance to Closed Won. yes no Deal in pre-Closed-Won stage, margin below floor, not approved Notify approver Create approval task Delay 2 business days Still not approved? Escalation notification Exit, approved, can advance to Closed Won
Deal in pre-Closed-Won stage, margin below floor, not approved leads to Notify approver. Notify approver leads to Create approval task. Create approval task leads to Delay 2 business days. Delay 2 business days leads to Still not approved?. Still not approved? leads to yes: Escalation notification; no: Exit, approved, can advance to Closed Won. yes no Deal in pre-Closed-Won stage, margin below floor, not approved Notify approver Create approval task Delay 2 business days Still not approved? Escalation notification Exit, approved, can advance to Closed Won

When to use it, when not to

Use it

  • Use it when finance has flagged low-margin deals slipping through at quarter-end, the same problem deal-hygiene-015 addresses for discount percent, applied here to a margin figure that may come from a different source than a simple discount percent, a CPQ tool, a cost sheet, or a finance-maintained quote.
  • Use it together with the native required-property-per-stage setting, exactly as in deal-hygiene-015. The workflow manages routing and reminders, the native setting is what actually blocks the stage change.
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Skip it

  • Do not use it if your portal is on Sales Hub Professional without Enterprise features, the same caveat from deal-hygiene-015 applies here: native record approvals and hierarchy-based routing are Enterprise-tier. Deal pipeline approvals require Sales Hub Enterprise, and quote approvals sit in Revenue Hub Professional and Enterprise (https://knowledge.hubspot.com/account-management/overview-of-approvals-in-hubspot).
  • Do not use it if Margin Percent has to be calculated inside HubSpot from Amount and a cost figure. HubSpot workflows do not do arithmetic between two properties, so this fiche assumes Margin Percent arrives already computed, from a CPQ system, a finance-maintained quote, or a manual entry, not from a workflow subtracting cost from amount.
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The rest of this spec

Prerequisites · 6 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 · 6 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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