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Subscription custom object synced with renewal deal date

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

Enterprise

Seat pricing: Enterprise 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 Enterprise.

Custom4 stepsUpdated for HubSpot seat pricing
OutcomeEach product a customer subscribes to has its own Subscriptions record with an end date that stays synced to whatever renewal deal covers it, so an account with several products no longer depends on a single company-level date that can only describe one contract at a time.
Workflow maprenewal-expansion-041
Renewal deal reaches Closed Won leads to Custom code: find associated Subscriptions record. Custom code: find associated Subscriptions record leads to Exactly one match?. Exactly one match? leads to Yes: Set Subscription End Date and Status = Renewed; No: Return error, leave fields untouched. Set Subscription End Date and Status = Renewed leads to Done. Return error, leave fields untouched leads to Notify deal owner: sync failed. Yes No Renewal deal reaches Closed Won Custom code: find associated Subscriptions record Exactly one match? Set Subscription End Date and Status = Renewed Return error, leave fields untouched Done Notify deal owner: sync failed
Renewal deal reaches Closed Won leads to Custom code: find associated Subscriptions record. Custom code: find associated Subscriptions record leads to Exactly one match?. Exactly one match? leads to Yes: Set Subscription End Date and Status = Renewed; No: Return error, leave fields untouched. Set Subscription End Date and Status = Renewed leads to Done. Return error, leave fields untouched leads to Notify deal owner: sync failed. Yes No Renewal deal reaches Closed Won Custom code: find associated Subscriptions record Exactly one match? Set Subscription End Date and Status = Renewed Done Return error, leave fields untouched Notify deal owner: sync failed

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 accounts routinely carry more than one active subscription with different values or terms, and renewal-expansion-001's single company-level Contract End Date is no longer enough to represent them.
  • Use it as the structural upgrade from renewal-expansion-026's line-item bundle approach, for portals that need a standalone, associable record per subscription rather than line items bundled inside one deal.
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Skip it

  • Do not use it for accounts with a single simple subscription; renewal-expansion-001 is lighter to build and maintain for that case.
  • Do not use it without Sales Hub Enterprise (or another hub's Enterprise tier granting custom objects); custom objects are an Enterprise-tier capability and this fiche has no Professional-tier equivalent.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 6 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 · 4 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, code

The properties JSON creates the fields in one call. The workflow JSON documents the build. The custom coded action ships as a ready-to-paste .js file.

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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