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Quarterly check-in cadence workflow for enterprise accounts

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.

Company8 stepsUpdated for HubSpot seat pricing
OutcomeEnterprise accounts get a recurring quarterly business review task on a rolling cadence, so check-ins happen on a schedule instead of whenever someone remembers.
Workflow maprenewal-expansion-031
Account Tier = Enterprise, Next QBR Due Date within 14 days leads to Create QBR task for owner. Create QBR task for owner leads to Notify owner. Notify owner leads to Wait until task complete, cap 30 days. Wait until task complete, cap 30 days leads to Completed in time?. Completed in time? leads to Yes: Set Last QBR Completed Date = today; No: Notify manager: QBR overdue. Set Last QBR Completed Date = today leads to Set Next QBR Due Date = +90 days. Notify manager: QBR overdue leads to Set Next QBR Due Date = +14 days. Yes No Account Tier = Enterprise, Next QBR Due Date within 14 days Create QBR task for owner Notify owner Wait until task complete, cap 30 days Completed in time? Set Last QBR Completed Date = today Notify manager: QBR overdue Set Next QBR Due Date = +90 days Set Next QBR Due Date = +14 days
Account Tier = Enterprise, Next QBR Due Date within 14 days leads to Create QBR task for owner. Create QBR task for owner leads to Notify owner. Notify owner leads to Wait until task complete, cap 30 days. Wait until task complete, cap 30 days leads to Completed in time?. Completed in time? leads to Yes: Set Last QBR Completed Date = today; No: Notify manager: QBR overdue. Set Last QBR Completed Date = today leads to Set Next QBR Due Date = +90 days. Notify manager: QBR overdue leads to Set Next QBR Due Date = +14 days. Yes No Account Tier = Enterprise, Next QBR Due Date within 14 days Create QBR task for owner Notify owner Wait until task complete, cap 30 days Completed in time? Set Last QBR Completed Date = today Notify manager: QBR overdue Set Next QBR Due Date = +90 days Set Next QBR Due Date = +14 days

When to use it, when not to

Use it

  • Use it for Enterprise-tier accounts that need a regular touchpoint independent of any single renewal date.
  • Use it once the team already tracks each account's tier as a property and wants that cadence enforced without a manual calendar reminder.
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Skip it

  • Do not use it for smaller accounts on a self-serve or low-touch model. The recurring task volume buries the CSM or AM queue for accounts that do not need it.
  • Do not use it as a substitute for renewal-expansion-024's pre-renewal executive business review reminder. That one is tied to a specific close date; this one runs on a fixed quarterly interval regardless of renewal timing.
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The rest of this spec

Prerequisites · 5 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 · 8 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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