HubSpot Deals

HubSpot Deal & Pipeline Management

Overview

Deals in HubSpot represent sales opportunities -- potential or active revenue from clients. For MSPs, deals track managed services agreements, project engagements, hardware sales, or any revenue opportunity moving through the sales process. Each deal belongs to a pipeline (e.g., "Sales Pipeline" or "Renewals") and progresses through stages (e.g., "Discovery", "Proposal", "Closed Won"). Deals are associated with contacts and companies to provide full context on who is involved and which client the revenue belongs to.

Anti-triggers

• Building or pricing the quote behind the deal — a deal records that an opportunity exists and what it is worth; the line items, catalog, and margin live in salesbuildr-quotes or connectwise-cpq-quotes.
• Sending the customer something to sign — use pandadoc-documents.
• Billing a won deal — moving a deal to Closed Won invoices nobody; use xero-invoices or qbo-invoices.
• Salesbuildr opportunities — a different vendor's pipeline object with identical vocabulary; use salesbuildr-opportunities.

MCP Tools

Available Tools

Search Deals

Call hubspot_search_deals with filter groups to find deals:

Search by deal name:

{
  "filterGroups": [
    {
      "filters": [
        {
          "propertyName": "dealname",
          "operator": "CONTAINS_TOKEN",
          "value": "Managed Services"
        }
      ]
    }
  ],
  "limit": 100
}

Search by deal stage:

{
  "filterGroups": [
    {
      "filters": [
        {
          "propertyName": "dealstage",
          "operator": "EQ",
          "value": "proposalpendinng"
        }
      ]
    }
  ],
  "sorts": [
    {
      "propertyName": "amount",
      "direction": "DESCENDING"
    }
  ],
  "limit": 100
}

Search by close date range (upcoming closings):

{
  "filterGroups": [
    {
      "filters": [
        {
          "propertyName": "closedate",
          "operator": "GTE",
          "value": "2026-02-01"
        },
        {
          "propertyName": "closedate",
          "operator": "LTE",
          "value": "2026-03-31"
        }
      ]
    }
  ],
  "limit": 100
}

Search for high-value open deals:

{
  "filterGroups": [
    {
      "filters": [
        {
          "propertyName": "amount",
          "operator": "GT",
          "value": "10000"
        },
        {
          "propertyName": "dealstage",
          "operator": "NOT_IN",
          "values": ["closedwon", "closedlost"]
        }
      ]
    }
  ],
  "sorts": [
    {
      "propertyName": "amount",
      "direction": "DESCENDING"
    }
  ],
  "limit": 100
}

Create a Deal

Call hubspot_create_deal with the deal's properties:

Example: Create a managed services deal:

• dealname: Acme Corp - Managed IT Services
• amount: 5000
• dealstage: appointmentscheduled
• pipeline: default
• closedate: 2026-04-15
• hubspot_owner_id: 67890

Update a Deal

Call hubspot_update_deal with the dealId and the properties to change:

Example: Move deal to next stage:

• dealId: 54321
• dealstage: proposalpending
• amount: 6000

Retrieve a Deal

Call hubspot_retrieve_deal with the dealId:

Example:

• hubspot_retrieve_deal with dealId=54321

Key Concepts

Default Pipeline Stages

HubSpot's default sales pipeline includes these stages (your account may have custom stages):

Multiple Pipelines

HubSpot supports multiple pipelines for different deal types. Common MSP pipelines:

Deal Amount

The amount field represents the deal's monetary value. For MSPs:

• Monthly recurring deals - Set amount to the monthly recurring revenue (MRR)
• Annual contracts - Set amount to the total contract value (TCV)
• One-time projects - Set amount to the project fee
• Be consistent within each pipeline to enable accurate forecasting

Forecast Categories

Deals can be categorized for forecasting:

Field Reference

Core Fields

Common Workflows

Search Deals by Stage

1. Call hubspot_search_deals with a filter on dealstage
2. Sort by amount descending to see highest-value deals first
3. Review associated companies and contacts for context

Update Deal Stage

1. Call hubspot_retrieve_deal to confirm current stage and details
2. Call hubspot_update_deal with the new dealstage value
3. Optionally update amount if the deal value has changed
4. Call hubspot_create_note to document why the stage changed

Pipeline Overview

1. Call hubspot_search_deals with a filter excluding closedwon and closedlost stages
2. Group results by dealstage
3. For each stage, calculate:
   • Number of deals
   • Total value
   • Average deal size
   • Weighted value (total * stage probability)
4. Sum weighted values for pipeline forecast

Revenue Forecast

1. Call hubspot_search_deals with filters:
   • dealstage NOT IN closedlost
   • closedate within the forecast period
2. For closed-won deals, use actual amount
3. For open deals, calculate weighted amount: amount * hs_deal_stage_probability
4. Sum for total forecasted revenue

Create a Deal with Company Association

1. Find the company - Call hubspot_search_companies with the company name
2. Find the contact - Call hubspot_search_contacts for the decision-maker
3. Create the deal - Call hubspot_create_deal with deal name, amount, stage, and close date
4. Associate with company - Call hubspot_create_association from deal to company
5. Associate with contact - Call hubspot_create_association from deal to contact
6. Log creation note - Call hubspot_create_note to document the deal context

Stale Deal Review

1. Call hubspot_search_deals with filters:
   • dealstage NOT IN closedwon, closedlost
   • lastmodifieddate less than 30 days ago
2. For each stale deal, note the owner, company, and amount
3. Create tasks for deal owners to follow up

Response Examples

Single Deal:

{
  "id": "54321",
  "properties": {
    "dealname": "Acme Corp - Managed IT Services",
    "amount": "5000",
    "dealstage": "proposalpending",
    "pipeline": "default",
    "closedate": "2026-04-15T00:00:00.000Z",
    "hubspot_owner_id": "67890",
    "dealtype": "newbusiness",
    "hs_deal_stage_probability": "0.6",
    "createdate": "2026-01-10T09:00:00.000Z",
    "lastmodifieddate": "2026-02-20T11:30:00.000Z"
  },
  "createdAt": "2026-01-10T09:00:00.000Z",
  "updatedAt": "2026-02-20T11:30:00.000Z"
}

Search Results:

{
  "total": 15,
  "results": [
    {
      "id": "54321",
      "properties": {
        "dealname": "Acme Corp - Managed IT Services",
        "amount": "5000",
        "dealstage": "proposalpending",
        "closedate": "2026-04-15T00:00:00.000Z"
      }
    },
    {
      "id": "54322",
      "properties": {
        "dealname": "Beta Inc - Network Upgrade",
        "amount": "12000",
        "dealstage": "contractsent",
        "closedate": "2026-03-01T00:00:00.000Z"
      }
    }
  ],
  "paging": {
    "next": {
      "after": "54322"
    }
  }
}

Error Handling

Common Errors

Best Practices

1. Name deals consistently - Use format "Company Name - Service Type" for easy identification
2. Always set close date - Forecast accuracy depends on close dates being realistic and updated
3. Associate with company and contact - Every deal should be linked to both for full context
4. Update stages promptly - Move deals through stages as conversations progress
5. Track deal type - Distinguish new business from existing business for accurate reporting
6. Review stale deals - Regularly check for deals that have not been updated recently
7. Assign owners - Every deal should have a hubspot_owner_id for accountability
8. Separate pipelines - Use distinct pipelines for different deal types (new sales, renewals, projects)

Related Skills

• HubSpot API Patterns - MCP tools reference and connection info
• HubSpot Contacts - Contacts associated with deals
• HubSpot Companies - Companies associated with deals
• HubSpot Tickets - Support tickets (may relate to deal delivery)
• HubSpot Activities - Notes, tasks, and engagement tracking on deals