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Signed offer conditions tracker: financing and survey deadlines with escalation

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.

Deal26 stepsUpdated for HubSpot seat pricing
OutcomeEvery signed offer carries two deadlines, the mortgage and the survey, and nobody discovers on the closing day that one of them was never confirmed.
Workflow mapreal-estate-003
Deal enters Offer accepted leads to Both deadlines filled?. Both deadlines filled? leads to no: Task to fill them, notify administrator; yes: Set both statuses to pending. Task to fill them, notify administrator leads to Set both statuses to pending. Set both statuses to pending leads to Task: mortgage application in, 2 days; Task: book the survey, 5 days. Task: mortgage application in, 2 days leads to Daily scheduled check. Task: book the survey, 5 days leads to Daily scheduled check. Daily scheduled check leads to Deadline in under 10 days and still pending?. Deadline in under 10 days and still pending? leads to yes: Chase task, deal risk set; no: Deadline passed and still pending?. Deadline passed and still pending? leads to yes: Alert the branch manager, decision task; no: Both conditions in a good state?. Both conditions in a good state? leads to yes: Stamp cleared date, move to Conditions cleared; no: Refused or failed?. Refused or failed? leads to yes: Task and manager alert, stage untouched; no: Daily scheduled check. no yes yes no yes no yes no yes no Deal enters Offer accepted Both deadlines filled? Task to fill them, notify administrator Set both statuses to pending Task: mortgage application in, 2 days Task: book the survey, 5 days Daily scheduled check Deadline in under 10 days and still pending? Chase task, deal risk set Deadline passed and still pending? Alert the branch manager, decision task Both conditions in a good state? Stamp cleared date, move to Conditions cleared Refused or failed? Task and manager alert, stage untouched
Deal enters Offer accepted leads to Both deadlines filled?. Both deadlines filled? leads to no: Task to fill them, notify administrator; yes: Set both statuses to pending. Task to fill them, notify administrator leads to Set both statuses to pending. Set both statuses to pending leads to Task: mortgage application in, 2 days; Task: book the survey, 5 days. Task: mortgage application in, 2 days leads to Daily scheduled check. Task: book the survey, 5 days leads to Daily scheduled check. Daily scheduled check leads to Deadline in under 10 days and still pending?. Deadline in under 10 days and still pending? leads to yes: Chase task, deal risk set; no: Deadline passed and still pending?. Deadline passed and still pending? leads to yes: Alert the branch manager, decision task; no: Both conditions in a good state?. Both conditions in a good state? leads to yes: Stamp cleared date, move to Conditions cleared; no: Refused or failed?. Refused or failed? leads to yes: Task and manager alert, stage untouched; no: Daily scheduled check. no yes yes no yes no yes no yes no Deal enters Offer accepted Both deadlines filled? Task to fill them, notify administrator Set both statuses to pending Task: mortgage application in, 2 days Task: book the survey, 5 days Daily scheduled check Deadline in under 10 days and still pending? Chase task, deal risk set Deadline passed and still pending? Alert the branch manager, decision task Both conditions in a good state? Stamp cleared date, move to Conditions cleared Refused or failed? Task and manager alert, stage untouched

When to use it, when not to

Use it

  • Use it when a signed offer or preliminary contract holds conditions that expire on a date, and the sale falls apart if that date passes without a decision.
  • Use it when the chase is spread across an agent, an administrator and sometimes a broker, so the reminder has to come from the system rather than from whoever remembers.
Read more on when to use itShow less

Skip it

  • Do not use it for cash purchases with no conditions. Set both status fields to Not applicable at the stage change and skip the rest.
  • Do not treat it as legal advice on deadlines. The workflow reminds people of the date on file. Someone has to put the right date there, and step 1 is about making that impossible to forget.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 items

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

Enrollment · 8 parts

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

Steps · 26 numbered actions

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

Known pitfalls · 7

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

Test plan and UAT script · 258 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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