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Auto-create a quarterly business review task for named accounts using custom object data

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.

Custom5 stepsUpdated for HubSpot seat pricing
OutcomeA named strategic account gets its QBR task created on schedule automatically, on its own cadence, instead of an account manager tracking review dates in a personal spreadsheet.
Workflow mapsales-ops-044
Next QBR due date reached leads to Create QBR task for account owner. Create QBR task for account owner leads to Cadence = Quarterly?. Cadence = Quarterly? leads to Yes: Push Next QBR due date forward 90 days; No, Semi-annual: Push Next QBR due date forward 182 days. Push Next QBR due date forward 90 days leads to Set Last QBR date. Push Next QBR due date forward 182 days leads to Set Last QBR date. Yes No, Semi-annual Next QBR due date reached Create QBR task for account owner Cadence = Quarterly? Push Next QBR due date forward 90 days Push Next QBR due date forward 182 days Set Last QBR date
Next QBR due date reached leads to Create QBR task for account owner. Create QBR task for account owner leads to Cadence = Quarterly?. Cadence = Quarterly? leads to Yes: Push Next QBR due date forward 90 days; No, Semi-annual: Push Next QBR due date forward 182 days. Push Next QBR due date forward 90 days leads to Set Last QBR date. Push Next QBR due date forward 182 days leads to Set Last QBR date. Yes No, Semi-annual Next QBR due date reached Create QBR task for account owner Cadence = Quarterly? Push Next QBR due date forward 90 days Push Next QBR due date forward 182 days Set Last QBR date

When to use it, when not to

Use it

  • Use it when you maintain a defined list of strategic or named accounts with a review cadence that is not simply "every account, every quarter, on the same day."
  • Use it when different accounts can have different cadences (quarterly for the largest, semi-annual for the next tier), which a single scheduled workflow on a shared date cannot express well.
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Skip it

  • Do not use it for your full customer base; this is designed for a named-account program with a manageable number of records, not a wall-to-wall review cadence for every customer.
  • Do not use it without Enterprise-tier access; this depends on a custom object to hold account cadence and review-date data (https://knowledge.hubspot.com/object-settings/create-custom-objects).
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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 · 5 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 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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