cleanup-deals

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.