topic Re: Setting up renewal alerts in Tips, Tricks & Best Practices

Setting up renewal alerts

JSamuel85 — Mon, 29 Jan 2024 14:56:27 GMT

We have customer documentation that expires, so need to set a renewal date alert. We have a professional subscription, so how can I do this please?

Re: Setting up renewal alerts

karstenkoehler — Mon, 29 Jan 2024 14:58:34 GMT

Hi @JSamuel85,

Where exactly do you document the contract expiration / renewal date? On the contact, company, deal object?

Best regards

Re: Setting up renewal alerts

JSamuel85 — Mon, 29 Jan 2024 15:00:42 GMT

We would need to document it against the company?

Re: Setting up renewal alerts

Lucila-Andimol — Mon, 29 Jan 2024 15:03:53 GMT

Hey @JSamuel85

what we generally do with our customers

is to set the contract's expiration date on the deal,

then we have a workflow that check this up and 90 days prior this will send an alert/create a new "renewal deal"so that the team can start working on it.

That this make sense for you?

Re: Setting up renewal alerts

karstenkoehler — Mon, 29 Jan 2024 15:13:48 GMT

@JSamuel85 in that case, you would create a custom date property on the company object: https://knowledge.hubspot.com/crm-setup/manage-your-properties

You could then place this property in the left company sidebar: https://knowledge.hubspot.com/crm-setup/customize-record-sidebars

Once placed there, you can maintain it there as well.

You can then create a company-based workflow: https://knowledge.hubspot.com/workflows/create-workflows

In this workflow, you'd enroll companies when the new property, e.g. "Renewal date" is less than 90 from now.

Best regards!

Re: Setting up renewal alerts

JSamuel85 — Mon, 29 Jan 2024 15:34:38 GMT

Thank you, I will test this on Wednesday 😊

Re: Setting up renewal alerts

JSamuel85 — Wed, 31 Jan 2024 11:05:08 GMT

Hi,

I have added the property to companies in the left sidebar and created a workflow, but am I right in understanding I can't enrol them until it is less than 90 days from now?

Re: Setting up renewal alerts

karstenkoehler — Wed, 31 Jan 2024 13:14:52 GMT

@JSamuel85 you can always adjust the date filter in the workflow to be something else than 90 days.

Alternatively, you can also manually enroll a record in a workflow and this will ignore the enrollment criteria: https://knowledge.hubspot.com/workflows/manually-enroll-objects-into-workflows

Re: Setting up renewal alerts

Lucila-Andimol — Wed, 31 Jan 2024 13:40:55 GMT

You can setup the time you need to start negotiation with your customers.

90 days is the common standard.

You can set the amount of days freely.

You can set it after 180 days of close date

or 90 or days before Renewal date...

just play around with the filter and set your company's standard.

Re: Setting up renewal alerts

JSamuel85 — Wed, 31 Jan 2024 15:40:36 GMT

Hi,

I've tried to implement the workflow but generally confused! I don' think what I have done is correct:

Re: Setting up renewal alerts

Lucila-Andimol — Wed, 31 Jan 2024 15:43:48 GMT

I think you are on the right track,

I'd have done the association with deals but if this works for you its ok.

you are missing now the next step

what do you want to happend when a customer reach that step?

You want a notification? a deal created?

You should add that new outcome in the +

Re: Setting up renewal alerts

JSamuel85 — Wed, 31 Jan 2024 15:49:17 GMT

This alert is to notify us to notify customers of an annual price increase, if they have a current contract with us, so no deal is involved?

Re: Setting up renewal alerts

JSamuel85 — Thu, 01 Feb 2024 10:04:08 GMT

Hi, I've done the steps I believe are right but gone to test and I have 0 companies enrolled?

Re: Setting up renewal alerts

karstenkoehler — Thu, 01 Feb 2024 12:55:48 GMT

Hi @JSamuel85,

You're filtering for a company association at the top ("Company is associated..."). However, you need to filter for the company directly (not a company associate to a company).

I'd recommend clearing the enrollment triggers and make sure you're not changing the association filter. Look at this screenshot for reference again: https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Setting-up-renewal-alerts/m-p/913176/highlight/true#M7784

Re: Setting up renewal alerts

louischausse — Tue, 05 Mar 2024 18:40:31 GMT

Hi @JSamuel85

Unfortunately, that is not something that HubSpot can manage out-of-the-box.

That's why we've built a Recipe to handle that. A Recipe is a small process that you can install in your HubSpot portal. This doesn't require any third-party tool.

Here's a video of how it works:

Watch the video!

Renewal deals are created automatically for each closed-won deals with a known contract end date. Then, a task is generated with a reminder date XX days before that contract end date to notify the deal owner (or another user of your choice) that the renewal is coming soon.

Other settings and configurations are also available to suit your use case.

If you are interested, we can have a chat to setup this recipe on your HubSpot portal.

Learn more here

Re: Setting up renewal alerts

JSamuel85 — Tue, 26 Mar 2024 14:54:05 GMT

Hi,

I am now working on my owrkflow after setting a renewal date in for one company. The renewal date is 31.03.24 so within the 30 days, but it failed to automatically enroll them so I manually did this. However, automation will be easier once I have more renewal dates in the system, so where have I gone wrong?