I’m looking at how to get a deal to move automatically between deal stages based on estimated deal closing date. This would be for licence renewal deals, so for example I’d set an estimated deal closing date of 1st December 2026 and deal stages of ‘Active’, ‘3 months to renewal’, ‘1 month to renewal’ and ‘Renewal OverDue’. Then would like the deal to automatically move from ‘Active’ to 3 months to renewal’ on 1st September and then to ‘1 month to renewal’ on 1st November. I can then put in a workflow to trigger emails when the deal moves.
Hi @arrcle
Yes, this is possible using HubSpot workflows.
Create Date-Based Workflows
You will need multiple workflows, each set to trigger when the deal reaches a specific date relative to the Estimated Close Date.
Example Setup
Workflow 1 – Move Deal to “3 Months to Renewal”
Enrollment Trigger: Deal property → Estimated Close Date → is known, AND estimated close date Is less than 90 days from now
Action: Set deal stage = 3 Months to Renewal
Workflow 2 – Move Deal to “1 Month to Renewal”
Enrollment Trigger: Deal property → Estimated Close Date → is known, AND estimated close date is less than 30 days from now
Action: Set deal stage = 1 Month to Renewal
Workflow 3 – Move Deal to “Renewal Overdue”
Enrollment Trigger: Estimated Close Date → is in the past
Action: Set deal stage = Renewal Overdue
Once the deal stages update automatically, you can add:
Your setup works nicely with HubSpot’s native workflows. Deals can move through those renewal stages automatically as long as the estimated close date is accurate.
HubSpot documents how workflows update deal properties here, including stage changes through “Edit record” actions
(Edit records using workflows )
The only thing to watch is where that close date comes from. If another tool updates it or if renewals are synced from a billing system, the workflow timing can drift without you noticing. When renewal data lives across several systems, Stacksync keeps the deal fields aligned in real time so these date-driven stage changes fire exactly when they should. Hope this helps.
@SanjayKumar thanks for your help. Itried the suggested and everything seems to be correct but the deals are not moving between the stages automatically? Snip below of the ‘trigger’
Hi @arrcle, I hope that you are well!
If you are still seeing this behavior, I would recommend connecting with HubSpot Technical Support, as Support is included in your subscription and they will be able to provide real-time assistance for this matter, including hopping on a screenshare if necessary.
I hope that you’ll get sorted soon!
Bérangère
Hi @arrcle !
This is a great use case! Date-based deal progression for renewals is a really smart way to stay ahead of your pipeline.
For what you’re describing, the best approach in HubSpot is a deal-based workflow using date-relative enrollment triggers. Here’s the general logic:
1. Create a workflow that enrolls when the deal is in the “Active” stage (or re-enrolls when the close date changes).
2. Add a time delay or scheduled action set to trigger X days before the close date property - e.g., 91 days before “Close Date” → update deal stage to “3 months to renewal,” then 30 days before → “1 month to renewal,” and on/after the close date → “Renewal Overdue.”
The key property to use is the deal’s Close Date field, which supports date-relative delays in workflows. Just make sure your deals have that field populated consistently.
Once the stage updates are in place, you can layer your email workflows on top, triggered by deal stage = X, exactly as you planned.
On a related note, once those renewal conversations start happening, HubSpot’s Smart Deal Progression can help keep deal records accurate afterward. It analyzes call and meeting transcripts to suggest CRM updates (like updated close dates or next steps) for reps to review, which can be handy when renewal timelines shift. It’s available on Sales and Service Hub Pro!
Hope that helps in getting your renewal pipeline automated! Let us know if you hit any roadblocks along the way.
