Cleanup Deals

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name: cleanup-deals description: "Standardize deal pipelines, remove test deals, and address deals with missing amounts or close dates. Coordinates with Salesforce sync if applicable." license: MIT metadata: author: tomgranot version: "1.0" category: ongoing-maintenance

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Cleanup Deals

Standardize deal data to make pipeline reporting accurate. Test deals, missing amounts, and stale opportunities distort forecasts and pipeline metrics.

Prerequisites

HubSpot API token in .env

Python with hubspot-api-client installed via uv

Knowledge of which deal pipelines are active and which are synced from Salesforce

Important: Salesforce Sync Considerations

If deals are synced from Salesforce:

Do NOT delete or modify synced deals without coordinating with the Salesforce admin.

Changes in HubSpot may sync back to Salesforce and cause data loss.

Identify synced deals by checking for the hs_salesforceopportunityid property.

Step-by-Step Instructions

Stage 1: Before — Audit Deal Data

Pull deal metrics via the API:

from hubspot import HubSpot
from hubspot.crm.deals import PublicObjectSearchRequest
api_client = HubSpot(access_token=os.getenv("HUBSPOT_API_TOKEN"))
Deals missing amount
no_amount = PublicObjectSearchRequest(
    filter_groups=[{
        "filters": [{
            "propertyName": "amount",
            "operator": "NOT_HAS_PROPERTY"
        }]
    }]
)
Deals missing close date
no_close = PublicObjectSearchRequest(
    filter_groups=[{
        "filters": [{
            "propertyName": "closedate",
            "operator": "NOT_HAS_PROPERTY"
        }]
    }]
)

Record: total deals, deals per pipeline stage, deals missing amount, deals missing close date, stale deals (open with no activity in 60+ days).

Stage 2: Execute — Clean Up

1. Delete test deals — search for deals with names containing "test", "demo", "sample", or with amount = $0 and no associated contacts. 2. Address missing amounts — export deals without amount and work with sales to fill in values or mark as lost. 3. Close stale deals — deals open with no activity in 90+ days should be reviewed with the deal owner. Set to "Closed Lost" if abandoned. 4. Standardize pipeline stages — ensure all pipelines have consistent stage names and probability percentages. 5. Remove unused pipelines — if a pipeline has zero active deals and is not in use, archive or delete it.

Stage 3: After — Verify

1. Re-run the deal audit queries. Confirm: - Test deals removed - Missing amount count decreased - Stale deal count decreased 2. Check pipeline reports for accuracy.

Stage 4: Rollback

Deleted deals can be restored from HubSpot's recycling bin within 90 days.

Stage changes and property updates can be reverted manually but there is no bulk undo.

For Salesforce-synced deals, check the Salesforce recycle bin as well.

Tips

Establish a deal hygiene rule: deals without activity for 60 days get an automated reminder to the owner (build a simple workflow).

Require amount and closedate as mandatory deal properties to prevent future gaps.

HubSpot API token in .env

Python with hubspot-api-client installed via uv

Knowledge of which deal pipelines are active and which are synced from Salesforce

Establish a deal hygiene rule: deals without activity for 60 days get an automated reminder to the owner (build a simple workflow).

Require amount and closedate as mandatory deal properties to prevent future gaps.