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Route a commission record to a manager for approval via a custom object workflow

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.

Custom7 stepsUpdated for HubSpot seat pricing
OutcomeA newly calculated commission record reaches the right manager for a yes or no decision automatically, instead of sales ops chasing an approval over email or Slack.
Workflow mapsales-ops-021
Commission status becomes Calculated leads to Set approval status = Pending review. Set approval status = Pending review leads to Create approval task for manager. Create approval task for manager leads to Notify approver by email. Notify approver by email leads to Wait until approval status changes, cap 5 business days. Wait until approval status changes, cap 5 business days leads to Approved?. Approved? leads to Yes: Set Commission status = Approved; No or timeout: Notify sales ops: overdue or rejected. Yes No or timeout Commission status becomes Calculated Set approval status = Pending review Create approval task for manager Notify approver by email Wait until approval status changes, cap 5 business days Approved? Set Commission status = Approved Notify sales ops: overdue or rejected
Commission status becomes Calculated leads to Set approval status = Pending review. Set approval status = Pending review leads to Create approval task for manager. Create approval task for manager leads to Notify approver by email. Notify approver by email leads to Wait until approval status changes, cap 5 business days. Wait until approval status changes, cap 5 business days leads to Approved?. Approved? leads to Yes: Set Commission status = Approved; No or timeout: Notify sales ops: overdue or rejected. Yes No or timeout Commission status becomes Calculated Set approval status = Pending review Create approval task for manager Notify approver by email Wait until approval status changes, cap 5 business days Approved? Set Commission status = Approved Notify sales ops: overdue or rejected

When to use it, when not to

Use it

  • Use it directly on top of sales-ops-020: once a commission record exists with status Calculated, this workflow takes it from there.
  • Use it when every commission record needs the same manager to sign off, or when the approver can be derived from the deal owner's reporting line.
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Skip it

  • Do not use it if approval needs multiple sign-offs (for example, both a sales manager and finance) in sequence; this base version only routes to one approver. See Variants for a two-step version.
  • Do not use it if commission amounts vary so widely that a flat approval process misses obviously wrong records; pair with a threshold branch (see Variants) so unusually large amounts get extra scrutiny.
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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 · 7 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 · 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 lists the fields to create. The workflow JSON documents the build.

Install · By hand

This workflow runs on a custom object that only exists in your portal. Build it from the spec; the one-click installer does not cover it.

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