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

• A HubSpot private app access token (HUBSPOT_ACCESS_TOKEN in .env) with crm.objects.deals.read and crm.objects.deals.write scopes
• Python 3.10+ with 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: Plan

Confirm with the user before starting:

1. Which pipelines are in scope, and which are Salesforce-synced (hands off without coordination)?
2. The staleness cutoff for closing abandoned deals (default: 90 days without activity).

Stage 2: Before

Pull deal metrics via the CRM Search API:

import os, requests
from dotenv import load_dotenv

load_dotenv()
TOKEN = os.environ["HUBSPOT_ACCESS_TOKEN"]
BASE = "https://api.hubapi.com"
HEADERS = {"Authorization": f"Bearer {TOKEN}", "Content-Type": "application/json"}

def deal_count(prop, operator):
    resp = requests.post(f"{BASE}/crm/v3/objects/deals/search", headers=HEADERS, json={
        "filterGroups": [{"filters": [{"propertyName": prop, "operator": operator}]}],
        "limit": 1,
    })
    resp.raise_for_status()
    return resp.json()["total"]

no_amount = deal_count("amount", "NOT_HAS_PROPERTY")
no_close = deal_count("closedate", "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 3: Execute

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 4: After

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.

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.