Overview:
Managing recurring subscription deals in HubSpot requires a workflow that automatically creates renewal deals when a subscription is renewed. This guide outlines a step-by-step approach to creating automated deals for subscription renewals
Step 1: Create a Workflow to Generate Renewal Deals
When a deal is moved to Closed Won, it means the customer has chosen to renew. A workflow will automatically create a new deal for the next year's renewal.
Steps to Set Up the Workflow:
1. Go to HubSpot > Automation > Workflows
2. Click Create Workflow and choose Deal-based Workflow
3. Set the Trigger:
- Enrollment Criteria: Deal Stage = Closed Won
- This ensures the workflow activates when a deal is successfully closed.
4. Add an Action: Create a New Deal
- Deal Name: Copy from the original deal (e.g., "[Company Name] | Reneweal | [Next Year]")
- Deal Stage: Set to an early stage in the pipeline (e.g, Renewal Initiated)
- Close Date: Add one year from the current close date
- Associated Company & Contacts: Copy from the original deal
Step 2: Copy Key Deal Properties to the Renewal Deal
Important deal details should transfer to the newly created deal.
Steps to Copy Properties:
1. Add "Copy Property Value" Actions for:
-
Subscription End Date → Copy from the Won deal
-
Deal Owner → Assign the same owner as the original deal
-
Deal Amount → Maintain the same pricing (unless adjusted)
Step 3: Adjust the Subscription End Date for the New Deal
The renewal deal needs an updated Subscription End Date that extends by one year.
Steps to Update the Subscription End Date:
1. Create a Second Workflow:
-
Enrollment Trigger: New renewal deal created
-
Action: Add 365 days to the "Subscription End Date" property
This is so that the new deal reflects the correct renewal period.
Step 4: Automating Ongoing Renewals
Since the workflow repeats for every Closed Won deal, this process continues as long as the customer renews. Each time a deal is won, a new renewal deal is created for the next cycle.