Notification containing all line items when deal is closed

[CelineC]

Hello, 

When a deal is marked as Closed Won, we have it sent up so a notification is sent out to various users to advise them of this. We also want to have a list of all the Line Items (and corresponding quantities, etc) displayed within this notification. 

It would seem like a perfectly logical and simple ask, in order to avoid people having to go into every single deal to check the details, but it does not seem to be possible natively. 

When entering the personalisation tokens for the Line Items in the body of the notification, it only pulls the first line item. Good if there is only one line item in your deal, and useless when there is more than one. 

Anyone found a native way to make it work (without using a third-party integration)? 

[RubenBurdin · Accepted solution]

Hi @CelineC , you’re correct, and your intuition is right. This should be simple, but today HubSpot still treats line items as second-class citizens in notifications.

Natively, workflow notifications can’t iterate over associated records. Personalization tokens for line items will always resolve to a single record, typically the first associated line item, which is exactly what you’re seeing. There’s no hidden setting or token you’re missing. This is a known limitation of how HubSpot handles associations in workflow notifications, and it hasn’t changed as of now.

Karsten outlined the only two real native paths accurately. The checkbox aggregation workaround technically works, but only when your product catalog is very small and stable. Once you have dynamic products, quantities, pricing changes, or bundles, it becomes fragile and painful to maintain. Most teams abandon it quickly.

The custom code action route is the only scalable option inside HubSpot. With Ops Hub Pro or Enterprise, you can fetch the deal’s line items via the CRM API, format them into a readable string or table, and then write that output into a custom text property on the deal. That property can then be safely used in the notification. HubSpot’s docs confirm this pattern for advanced workflow logic and API use (https://developers.hubspot.com/docs/api/crm/line-items).

One small architectural tip I’ll add: instead of trying to render everything inside the notification itself, some teams store a preformatted “Deal summary” property at close-won time. That summary becomes reusable across notifications, internal emails, Slack alerts, and even deal views, which reduces future friction.

If this is critical for your process, it’s also worth upvoting or adding to the Ideas forum. Line item iteration in workflows has been a long-standing request, and product teams do look at demand there (https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas )

You’re not missing anything. It’s just one of those edges where HubSpot still shows its seams. Hope this helps.

[CelineC]

It does, thanks Ruben!

[karstenkoehler]

Hi @CelineC,

If you don't want integrations, there are two options:

• Create a workflow that uses if/then branches to check whether a certain line item is present, then append the value to a multiple checkboxes property that lists all possible line items - then use the multiple checkboxes property in your notification. Works for small numbers of line items only, becomes unfeasibly complex quickly.
• Custom code workflow actions. This requires an Operations Hub Professional or Enterprise subscription and working with the CRM API Line items. The approach here would be to call the endpoint, get the line items and use them in a notification.

Outside of that, I'm not aware of any simpler solutions or out-of-the-box features.

Best regards!