Automatic deal stage progression

[arrcle]

Hi there

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.

Any help appreciated.

Thanks

[karstenkoehler · Accepted solution]

Hi @arrcle,

This is really as straightforward as you laid it out already:

• Create a deal-based workflow
• Enroll deals based on their close date being x days in the future (for example)
• Add a delay for y days
• Use "Edit record" to update stage
• Add another delay
• Use "Edit record" to set next stage
• etc

It is just enrolment, delays, edit records - timed based on your requirements / intervals.

Give it a try and let me know if you have any follow-up questions!

[SanjayKumar · Accepted solution]

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:

• Internal email to the account owner
• External email to the customer
• Task creation
• Notifications
• Assignments

For example:

• When moving to “3 Months to Renewal,” send:
•  “Renewal is approaching – please review.”

Let me know if you have any questions.
Thank you!

[arrcle]

@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' 

[BérangèreL]

Hi @arrcle and thanks for getting back to us!

Hi @RubenBurdin, @SanjayKumar and @karstenkoehler do you have any tips to share with @arrcle, please?

Thanks so much and have a great day!
Bérangère

[BérangèreL]

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

[RubenBurdin · Accepted solution]

Hi @arrcle 

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 
(https://knowledge.hubspot.com/workflows/edit-records-using-workflows )

(https://knowledge.hubspot.com/workflows/create-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 · Accepted solution]

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:

• Internal email to the account owner
• External email to the customer
• Task creation
• Notifications
• Assignments

For example:

• When moving to “3 Months to Renewal,” send:
•  “Renewal is approaching – please review.”

Let me know if you have any questions.
Thank you!

[karstenkoehler · Accepted solution]

Hi @arrcle,

This is really as straightforward as you laid it out already:

• Create a deal-based workflow
• Enroll deals based on their close date being x days in the future (for example)
• Add a delay for y days
• Use "Edit record" to update stage
• Add another delay
• Use "Edit record" to set next stage
• etc

It is just enrolment, delays, edit records - timed based on your requirements / intervals.

Give it a try and let me know if you have any follow-up questions!