Skip to content
The Workflow Library
Get the full library

Notify the deal owner and stamp the deal when a HubSpot payment is received (payment links and invoices)

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.

Deal6 stepsUpdated for HubSpot seat pricing
OutcomeWhen money lands through a payment link, a quote with payment, or an invoice, the deal owner gets an internal notification within minutes, and the deal itself carries a payment date and a payment status that anyone can filter, report and forecast on.
Workflow mapsales-ops-049
Deal has an associated payment with status Succeeded, Payment received date unknown leads to Set Payment received date = today. Set Payment received date = today leads to Notify the deal owner by internal email. Notify the deal owner by internal email leads to Associated invoice balance due greater than 0?. Associated invoice balance due greater than 0? leads to Yes: Set Deal payment status = Partially paid; No: Set Deal payment status = Paid in full. Set Deal payment status = Partially paid leads to Create To-do for the owner: chase the balance, due in 2 days. Yes No Deal has an associated payment with status Succeeded, Payment received date unknown Set Payment received date = today Notify the deal owner by internal email Associated invoice balance due greater than 0? Set Deal payment status = Partially paid Set Deal payment status = Paid in full Create To-do for the owner: chase the balance, due in 2 days
Deal has an associated payment with status Succeeded, Payment received date unknown leads to Set Payment received date = today. Set Payment received date = today leads to Notify the deal owner by internal email. Notify the deal owner by internal email leads to Associated invoice balance due greater than 0?. Associated invoice balance due greater than 0? leads to Yes: Set Deal payment status = Partially paid; No: Set Deal payment status = Paid in full. Set Deal payment status = Partially paid leads to Create To-do for the owner: chase the balance, due in 2 days. Yes No Deal has an associated payment with status Succeeded, Payment received date unknown Set Payment received date = today Notify the deal owner by internal email Associated invoice balance due greater than 0? Set Deal payment status = Partially paid Create To-do for the owner: chase the balance, due in 2 days Set Deal payment status = Paid in full

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 when you collect payment inside HubSpot (Commerce Hub) and the only signal today is a processor receipt landing in a shared finance inbox, so reps find out late.
  • Use it when deals stay open past the signature until the money clears, and your pipeline reports need a paid versus unpaid split that does not depend on someone remembering to update the deal.
Read more on when to use itShow less

Skip it

  • Do not use it when payment is handled entirely in an external billing system with nothing synced back into the CRM. No payment or invoice record means nothing to enroll on.
  • Do not use it as is for recurring subscription charges. Without the first-payment filter in Enrollment, the deal owner gets a notification on every monthly charge. See Known pitfalls.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 7 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 · 6 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

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

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.

Unlock all 565 specs, 149 EUR

One-time, excl. VAT. 30-day refund. Installs in 3 portals. Founding price until 30 November.

Read the free Sales ops spec

Not the workflow you needed?

More in Sales ops

50 specs in this section

See all 50 This category, 39 EUR
FreeCreate SDR-to-AE handoff task when a meeting is bookedContact6 steps Auto-enroll contact in sales sequence when lead status becomes Sales Qualified LeadContact5 steps Notify AE by internal email when a meeting is booked on their calendarContact5 steps Notify rep when a sent quote is viewed by the buyerQuote4 steps

Read 12 complete specs before you pay.

One per category, same format as the paid ones. Email only, no card.

We email the link, then a short note when specs change. Nothing else.

149 EUR199

Full library, 565 specs
Get the full library