PortfolioAbout This Article
"I want to check utilization status 30 days after contract" "I want to send follow-up emails 7 days after service start"
HubSpot workflows can automatically execute follow-up actions based on deal closures or CRM property changes with specified time delays.
Contract Trigger Basics
Trigger Conditions
| Trigger Type | Example | Use Case |
|---|---|---|
| Deal stage change | Changed to Closed Won | Post-sale onboarding |
| Deal property update | Contract start date is set | Count from contract start |
| Contact property | Customer status changed to Active | Status change follow-up |
| Date property | Based on service start date | Start date-based sequence |
Delay Action Types
| Delay Type | Description | Use Case |
|---|---|---|
| Fixed period | X days/hours later | Email 30 days after contract |
| Date property-based | Until specified property date | Notify 30 days before contract end |
| Day of week | Until next Monday | Business day alignment |
| Time of day | Until next 10 AM | Appropriate delivery time |
Implementation Patterns
Pattern 1: Onboarding Sequence
Start sequence on contract closure
Welcome message + setup guide
"Have you completed the initial setup?"
Best practices and tips
Create task for account manager
Pattern 2: Contract Renewal Reminder
Based on contract end date property
Notify account manager
"Your contract renewal is approaching"
Create task for rep
Pattern 3: Usage-Based Follow-up
2 weeks post-contract
Branch based on login activity
5+ logins → Thank you + advanced features / 1-4 logins → Check-in + support info / 0 logins → Urgent task for rep
Configuration Steps
1. Prepare Date Properties
Date properties are needed as the basis for time-based follow-ups:
- Contract start date
- Service start date
- Contract end date
- First login date
2. Create Workflow
3. Set Branch Conditions
Use branches to personalize follow-up content based on product, customer attributes, or usage.
Important Notes
Re-enrollment Settings
Configure whether to re-run the workflow when the same contact contracts again.
Exclusion Conditions
Exclude cases where follow-up is unnecessary:
- Contract cancelled
- Currently in support interaction
- Email unsubscribed
Business Days Consideration
Configure delivery timing for business hours using day-of-week and time-of-day delays.
Summary
- Prepare date properties: Record dates as follow-up basis
- Design staged sequences: Follow up gradually, not all at once
- Branch by usage: Personalized, not one-size-fits-all follow-up
- Set exclusion conditions: Prevent unnecessary follow-ups
Appropriate post-contract follow-up improves customer retention and builds long-term relationships.