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Executive business review reminder before renewal date

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.

Deal6 stepsUpdated for HubSpot seat pricing
OutcomeThe deal owner gets a reminder to schedule an executive business review a set number of days before a renewal deal's close date, so the last strategic conversation before renewal does not get skipped under day-to-day pressure.
Workflow maprenewal-expansion-024
Deal Type = Renewal, Executive Review Required, close date < 45 days leads to Create task: schedule EBR. Create task: schedule EBR leads to Notify deal owner. Notify deal owner leads to Wait 30 days. Wait 30 days leads to Review completed?. Review completed? leads to No: Escalate task to manager; Yes: No action. No Yes Deal Type = Renewal, Executive Review Required, close date < 45 days Create task: schedule EBR Notify deal owner Wait 30 days Review completed? Escalate task to manager No action
Deal Type = Renewal, Executive Review Required, close date < 45 days leads to Create task: schedule EBR. Create task: schedule EBR leads to Notify deal owner. Notify deal owner leads to Wait 30 days. Wait 30 days leads to Review completed?. Review completed? leads to No: Escalate task to manager; Yes: No action. No Yes Deal Type = Renewal, Executive Review Required, close date < 45 days Create task: schedule EBR Notify deal owner Wait 30 days Review completed? Escalate task to manager No action

When to use it, when not to

Use it

  • Use it on renewal deals for accounts large enough to warrant a structured executive review before the renewal decision is made.
  • Use it as a single, well-timed reminder rather than a full cascade; pair it with renewal-expansion-002 if the account also needs the broader 90/60/30-day reminder sequence.
Read more on when to use itShow less

Skip it

  • Do not use it on every renewal deal regardless of size. Scope it to a segment (deal amount above a threshold, or a specific account tier) so it does not become noise on small accounts with no real executive stakeholder.
  • Do not use it as a substitute for actually holding the review. This workflow creates a task; it does not schedule or run the meeting.
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 · 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 · 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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