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Creating and Updating Deals (Master & Payment Deals)

To ensure consistency and accuracy in deal creation and management, this SOP outlines the proper setup and updating process for master deals and their associated payment deals, including the use of custom properties, contact associations, and workflows.

Master Deal vs. Payment Deals
🔹 Master Deal
A Master Deal represents the entire contract or agreement with the client — typically covering a full term (e.g., 12 months). It includes the total contract value, service purchased, payment status, etc.

Examples:
• OOTS – Jane Doe – 2025  
• Steel Mill – ABC Corp – Annual Plan

🔹 Associated Payment Deals
These are individual deals created for each weekly, monthly, or one-time payments. While HubSpot does not natively associate deals to deals, payment deals should be linked to the same contact and clearly named for tracking purposes.

Creating a Master Deal

Steps:
- Go to Sales > Deals > Create Deal
- Use this naming format: [Program] – [Client Name] – [Year]
- Set the correct pipeline and stage
- Associate the correct contact
- Fill in custom properties like Program Type, Weekly Payment Amount, etc.

Updating the Master Deal
Update the following as needed:
• Total Paid to Date  
• Payment Status  
• Last Payment Date  

Automation Notes 

• Deal Owner is auto-assigned via workflow  
• Last Payment Date is auto-updated from payment deal  
• Total Paid to Date can be updated manually or via workflow (Zapier or Ops Hub)

Best Practices

• Use consistent naming formats  
• Avoid overwriting auto-filled fields  
• Ensure deals are tied to the right contact  
• Use dropdowns consistently for Program Type and Payment Status

Deal Creation & Update Checklist

Use this checklist when creating or updating deals in HubSpot.

For Master Deals:

  • Name follows format: Program – Client Name – Year (e.g., OOTS – Jane Doe – 2025)
  • Pipeline is correct (e.g., Client Renewals, Master Contracts)
  • Deal Stage is correct (e.g., Active Member)
  • Associated contact is added
  • Custom fields filled in:
  • Program Type
  • Weekly or Monthly Payment Amount
  • Total Contract Value
  • Payment Status
  • Contract Completion (%)
  • Last Payment Date (workflow populated)

For Payment Deals:

  • Name follows format: Client Name – Program – Payment – Week/Date
  • Pipeline is Stripe Payments (or relevant)
  • Deal Stage is Payment Processed
  • Amount is correct for this payment
  • Associated contact matches master deal contact

For Updating Master Deals:

  • Total Paid to Date has been updated (if not automated)
  • Payment Status reflects latest state (Active, Paused, Failed, Completed)
  • Contract Completion (%) adjusted (if calculated manually)
  • Confirm Last Payment Date is current