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Task reminder before a quote's expiration 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.

Quote4 stepsUpdated for HubSpot seat pricing
OutcomeA rep gets a task a few days before a live quote expires, with enough time to extend it or push for a decision before the buyer loses the ability to sign it.
Workflow mapsales-ops-011
Quote status = Sent, expiration date known leads to Set Quote reminder date = expiration minus 3 days. Set Quote reminder date = expiration minus 3 days leads to Wait until Quote reminder date. Wait until Quote reminder date leads to Quote status still Sent or Viewed?. Quote status still Sent or Viewed? leads to Yes: Create expiration-reminder task for deal owner; No: End, no action. Yes No Quote status = Sent, expiration date known Set Quote reminder date = expiration minus 3 days Wait until Quote reminder date Quote status still Sent or Viewed? Create expiration-reminder task for deal owner End, no action
Quote status = Sent, expiration date known leads to Set Quote reminder date = expiration minus 3 days. Set Quote reminder date = expiration minus 3 days leads to Wait until Quote reminder date. Wait until Quote reminder date leads to Quote status still Sent or Viewed?. Quote status still Sent or Viewed? leads to Yes: Create expiration-reminder task for deal owner; No: End, no action. Yes No Quote status = Sent, expiration date known Set Quote reminder date = expiration minus 3 days Wait until Quote reminder date Quote status still Sent or Viewed? Create expiration- reminder task for deal owner End, no action

When to use it, when not to

Use it

  • Use it for quotes that set a real expiration date and where losing a signature window because nobody noticed is a recurring problem.
  • Use it to standardize the reminder window across a whole team instead of leaving it to individual reps to track manually.
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Skip it

  • Do not use it if your quote template never sets an expiration date; there is nothing for this workflow to count back from, see the prerequisite note below.
  • Do not use it as your only safeguard against expired quotes if extensions are frequent; pair it with a process for reps to update expiration dates when a deal is clearly still live.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 3 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 3 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 · 4

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 3 cases, 4 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 lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on the quote object, where the one-click installer does not create workflows. Build it from the spec; the one-click installer does not cover it.

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