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Payment failure or dunning event triggers renewal risk alert

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.

Company6 stepsUpdated for HubSpot seat pricing
OutcomeThe moment a billing system reports a failed payment or an active dunning sequence, the account owner is alerted and the account is flagged for renewal risk, closing the gap between a billing problem and the sales or CS team knowing about it.
Workflow maprenewal-expansion-028
Payment Status becomes Failed or In dunning leads to Notified in last 3 days?. Notified in last 3 days? leads to No: Set Renewal Risk Flag = true; Yes: No action. Set Renewal Risk Flag = true leads to Set Payment Issue Notified Date = today. Set Payment Issue Notified Date = today leads to Create high-priority task for company owner. Create high-priority task for company owner leads to Notify company owner. No Yes Payment Status becomes Failed or In dunning Notified in last 3 days? Set Renewal Risk Flag = true No action Set Payment Issue Notified Date = today Create high-priority task for company owner Notify company owner
Payment Status becomes Failed or In dunning leads to Notified in last 3 days?. Notified in last 3 days? leads to No: Set Renewal Risk Flag = true; Yes: No action. Set Renewal Risk Flag = true leads to Set Payment Issue Notified Date = today. Set Payment Issue Notified Date = today leads to Create high-priority task for company owner. Create high-priority task for company owner leads to Notify company owner. No Yes Payment Status becomes Failed or In dunning Notified in last 3 days? Set Renewal Risk Flag = true Set Payment Issue Notified Date = today Create high-priority task for company owner Notify company owner No action

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

When to use it, when not to

Use it

  • Use it once a billing or subscription platform already writes payment status onto the company record, through a native integration, Zapier, Make, or a comparable sync.
  • Use it as a fast-turnaround alert on a specific, unambiguous event, separate from the broader churn or health scoring workflows that combine several soft signals.
Read more on when to use itShow less

Skip it

  • Do not use it if payment status is not actually synced into HubSpot from anywhere. This workflow reacts to a property; it does not connect to a billing system on its own, and building that connection is a prerequisite, not part of this fiche.
  • Do not use this fiche's account-level alert as a substitute for the billing system's own customer-facing dunning emails (payment retry reminders sent to the buyer); those keep running independently.
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 · 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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