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.

MCP Tools

Available Tools

Tool	Description	Key Parameters
hubspot_retrieve_deal	Get a single deal by ID	dealId (required)
hubspot_create_deal	Create a new deal	dealname (required), amount, dealstage, pipeline
hubspot_update_deal	Update an existing deal	dealId (required), property fields to update
hubspot_list_deal_properties	List all available deal properties	None
hubspot_search_deals	Search deals by criteria	filterGroups, sorts, limit, after

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):

Stage ID	Display Name	Probability	MSP Context
appointmentscheduled	Appointment Scheduled	20%	Discovery call booked
qualifiedtobuy	Qualified to Buy	40%	Budget and authority confirmed
presentationscheduled	Presentation Scheduled	60%	Demo or proposal meeting set
decisionmakerboughtin	Decision Maker Bought-In	80%	Key stakeholder agrees
contractsent	Contract Sent	90%	MSA or SOW sent for signature
closedwon	Closed Won	100%	Deal signed, revenue booked
closedlost	Closed Lost	0%	Deal did not close

Multiple Pipelines

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

Pipeline	Use Case
Sales Pipeline	New client acquisition
Renewals	Annual contract renewals
Projects	One-time project engagements
Hardware	Hardware procurement deals

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:

Category	Description
omit	Excluded from forecast
pipeline	In pipeline, not yet committed
bestCase	Best case scenario
commit	Committed, high confidence
closed	Closed won

Field Reference

Core Fields

Field	Type	Description
dealname	string	Deal name
amount	number	Deal amount (currency)
dealstage	enumeration	Current pipeline stage
pipeline	enumeration	Pipeline the deal belongs to
closedate	date	Expected or actual close date
hubspot_owner_id	number	Assigned owner (user ID)
dealtype	enumeration	Deal type (newbusiness, existingbusiness)
description	string	Deal description
createdate	datetime	Record creation date
lastmodifieddate	datetime	Last modification date
notes_last_updated	datetime	Last note timestamp
hs_deal_stage_probability	number	Stage-based close probability
hs_forecast_amount	number	Weighted forecast amount
hs_forecast_probability	number	Forecast probability
hs_closed_amount	number	Actual closed amount
hs_is_closed	boolean	Whether the deal is closed
hs_is_closed_won	boolean	Whether the deal is closed won
num_associated_contacts	number	Associated contacts count
hs_num_associated_company	number	Associated companies count

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

Error	Cause	Resolution
Deal not found	Invalid deal ID	Verify the ID with hubspot_search_deals
Invalid deal stage	Stage ID not valid for the pipeline	Use hubspot_list_deal_properties to check valid stages
Invalid pipeline	Pipeline ID not recognized	Check your HubSpot account for available pipelines
Invalid close date	Date format incorrect	Use ISO 8601 format (YYYY-MM-DD)
Rate limited	Too many requests	Wait 10 seconds and retry

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. Use weighted forecasting - Multiply deal amount by stage probability for realistic forecasts
7. Review stale deals - Regularly check for deals that have not been updated recently
8. Assign owners - Every deal should have a hubspot_owner_id for accountability
9. Log stage changes - Create a note when moving deals to a new stage explaining why
10. 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