Move Deals Through Your Pipeline Based on an Upcoming Date

Why is this hack helpful?

Tracking upcoming deals is essential for maintaining strong customer relationships and reducing churn. By automating the movement of deals through your pipeline based on an upcoming date, such as a renewal date, you can ensure your team stays on top of key opportunities. This hack helps you monitor which customers are approaching their renewal date and take proactive action to secure renewals or upsells.

With this setup, you’ll have a clear view of your pipeline, better forecasting, and a more organised approach to managing date-based deals.

Steps to Set It Up

1. Create a Pipeline for Date-Based Deals

Before creating the workflow, you’ll need to set up your pipeline and properties:

• Design a pipeline specifically for deals that rely on upcoming dates, such as renewals.
• Define the stages based on timeframes, such as:
  • • 3 months to renewal.
    • 2 months to renewal.
    • 1 month to renewal.

2. Create a Date Picker Deal Property

• Go to Settings > Properties > Create Property.
• Set the object type to Deal and create a property called something like "Time to Renewal".
• Use the Date Picker field type to allow users to select the renewal date for each deal.

3. Create a Deal-Based Workflow

Now that your pipeline and properties are ready, it’s time to automate the process:

• Go to Automation > Workflows and create a Deal-based workflow.
• Set the enrolment trigger to be Based on a Schedule > Frequency: Daily > Time of Day: Morning. Also, add a filter for Time to Renewal is Known.

Doing this will allow all of the deals to re-enrol every day, so if a renewal date is updated, the deal will change its deal stage.

• Add an AND/OR Branch to check how many days remain until the renewal date. For example:
  • Renewal Date is less than 90 days from now AND more than 60 days (for the 3-month stage).
  • Renewal Date is less than 60 days from now AND more than 30 days (for the 2-month stage).
  • Renewal Date is less than 30 days from now (for the 1-month stage).

Create a branch for each timeframe that corresponds to your pipeline stages. For anything that doesn't fit inside your criteria, it will fall into its own branch.

4. Create a Deal-Based Workflow

• For each branch, use the Edit Record action to update the deal’s pipeline stage. For example:
  • Deals with a renewal date less than 90 days but more than 60 days are moved to the 3 months to renewal stage.
  • Deals with a renewal date less than 30 days are moved to the 1 month to renewal stage.

Wrapping up

This hack provides your team with clear visibility into upcoming deals, helping them prioritise and act on time-sensitive opportunities. By automating the movement of deals through your pipeline, you ensure that no renewal or important date slips through the cracks.

This approach not only improves forecasting and reporting but also empowers your team to engage with customers at the right time, reducing churn and strengthening relationships. It’s a simple yet powerful way to stay ahead of your customers’ timelines and keep your pipeline organised.