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Renewal deal auto-move to Closed Lost on confirmed non-renewal

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.

Deal5 stepsUpdated for HubSpot seat pricing
OutcomeA renewal deal moves itself to Closed Lost with a reason attached the moment someone confirms the account will not renew, so stale renewal deals stop sitting open in the pipeline and skewing forecast.
Workflow maprenewal-expansion-018
Deal Type = Renewal, Renewal Confirmed Lost = true, not yet closed leads to Non-renewal Reason set?. Non-renewal Reason set? leads to Yes: Set stage = Closed Lost; No: Create task: add reason first. Set stage = Closed Lost leads to Copy reason to Closed Lost Reason. Copy reason to Closed Lost Reason leads to Notify deal owner. Yes No Deal Type = Renewal, Renewal Confirmed Lost = true, not yet closed Non-renewal Reason set? Set stage = Closed Lost Create task: add reason first Copy reason to Closed Lost Reason Notify deal owner
Deal Type = Renewal, Renewal Confirmed Lost = true, not yet closed leads to Non-renewal Reason set?. Non-renewal Reason set? leads to Yes: Set stage = Closed Lost; No: Create task: add reason first. Set stage = Closed Lost leads to Copy reason to Closed Lost Reason. Copy reason to Closed Lost Reason leads to Notify deal owner. Yes No Deal Type = Renewal, Renewal Confirmed Lost = true, not yet closed Non-renewal Reason set? Set stage = Closed Lost Create task: add reason first Copy reason to Closed Lost Reason Notify deal owner

When to use it, when not to

Use it

  • Use it on renewal deals created by renewal-expansion-001 or built manually, once a rep or CSM has a confirmed non-renewal to record.
  • Use it to keep forecast and pipeline reports honest: an open renewal deal for an account that already told you no is a forecasting risk, not a pending opportunity.
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Skip it

  • Do not use it to guess at non-renewal from inactivity alone. This workflow reacts to an explicit confirmation field, not to silence or a missed close date.
  • Do not use it on new-business deals. It is scoped to Deal Type equal to Renewal.
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 · 5 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 · 3 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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