Work with your deal records
Last updated: October 13, 2020
You can use deals in HubSpot to track potential revenue. Deals should be created whenever a contact takes an action that could lead to revenue, such as booking a meeting with you to discuss your product or service.
When created, a deal should be associated to the contacts and companies that you're working with for the deal so relevant information from those records can enter your deal record as well.
You can use a deal record to analyze, understand, and log information on the deal.
View a deal record
- In your HubSpot account, navigate to Sales > Deals.
- In your deals home (LINK), locate the deal you want to work with and click its name. This will bring you to its record.
The following sections cover the left panel, middle panel, and right panel.
About and actions
The left panel shows the deal record's properties and the actions you can perform. Learn how a user with admin access can customize the left sidebar for all users and teams.
- At the top, view and edit the primary properties for the record. You can click the edit pencil icon to edit their name, click the Close date dropdown menu to select a new close date, and click the Stage dropdown menu to update the deal stage.
- At the top right of the left panel, click the Actions dropdown menu:
- Follow: click to follow the record. By default, you follow all records you own. By following a record, you will receive notifications on updates to the record.
- View all properties: click to view all properties of the record.
- View property history: click to view the history of the property values of the record.
- Merge: click to merge deal records.
- Delete: click to delete the deal record.
- Interact with the record by clicking the respective icons.
- description Note: click to add a note.
- email Email: click to write a one-to-one email to an associated contact.
- calling Call: click to call an associated contact.
- add Log: click to manually log an activity.
- tasks Task: click to create a task for the record.
- meetings Meet: click to set up a meeting with the deal's associated contacts.
- View and edit the deal's property values in the About this deal section. Learn how to edit the properties that appear in this section for you. Admins can customize the section for the users in the HubSpot account.
- To edit a property value, hover over the property and click the edit pencil icon.
- To view a specific property's history, hover over the property and click See history or scroll down and click View property history to see the history of all property changes.
- To view all properties, click View all properties.
Log and view activities on your deal timeline
The middle panel shows activities relating to the deal chronologically, with the latest activity at the top.
If you want more space to view the record's timeline, you can collapse the right panel by clicking the last icon at the top of the panel, and expand the panel again by clicking the first icon.
You can filter these activities in the following ways:
- To quickly filter activities, click the tabs at the top. Activities consist of all notes, emails, calls, and tasks.
- To filter more specific activities, click the Filter by dropdown menu .
- To filter activities that are owned by a specific user or team, click the All users or All teams dropdown menus and select a user or team .
- To search for a specific activity, click the search search icon in the upper right. Based on the terms you enter, the tool retrieves activities by searching the following fields in the timeline activities:
- Task subject
- Task body
- Note body
- Call body
- Email subject
- Meeting body
- Act on an individual activity on the timeline. Hover over the activity to edit the activity's association with other records, edit the activity's details, view more details, or delete the activity.
- Depending on the activity, you can take other actions, such as commenting, pinning a note and replying to an email thread.
Associated records and additional tools
In the right panel, view the other records and tools associated with the record. You can rearrange the sections by dragging them.
Record associations are displayed under the respective record type sections (i.e., Contacts, Companies, Tickets). Learn about associations between different records.
To associate your deal record with another record:
- In the relevant record type section, click Add.
- You can either create a new record to associate to the contact, or associate an existing record to the contact.
- To create a new record to associate the ticket to, in the Create a new [record] tab, enter information into the fields, and click Create.
- To associate an existing record, click the Add existing [record] tab, search for the record, and select the checkbox next to the record in the search results. Click Save.
When communicating with the contact, you can click a playbook to display certain prescribed questions or steps to prepare yourself better.
This section only appears if you have access to products. You can associate products, from the products library or newly created, to the deal. This helps users to understand what is being sold in the deal and for how much.
- If there are no products associated to the deal record, click Add products. If there are existing products associated to the deal record but you want to change it, click Edit products.
- To associate products already created in the product library, click Add from library and select the product.
- To associate a new product, click Add product, enter the details in the right panel, and click Save.
- Enter the quantity for each product associated.
- Click Save.
For fuller details, learn to associate products to deals.
When the sale is closed, you can create a quote document that you can send to the contact associated to the deal. To create a quote with the same products and details as the record's Product section, click Create quote in the deal record.
You can attach files to the deal record by clicking Upload file or Add file. You can also view attachments that were sent as part of a logged email to a contact who is associated to the deal record.
The Salesforce Sync section only appears if you have the HubSpot-Salesforce integration installed. It shows if the deal record is syncing with Salesforce. If the deal isn't syncing with Salesforce or if you want to ensure the deal remains synced to the Salesforce opportunity record, click Sync now.
The Attribution section leads you to create a multi-touch revenue attribution report, only if your account has access to the tool.
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