BetaReview recommended next steps for deals

Review recommendations automatically generated by HubSpot in order to move deals through your pipeline more efficiently. HubSpot can analyze meeting and call transcripts and related deal information to suggest CRM updates. For meetings, HubSpot can draft follow-up emails and surface high-value next steps. Sales reps can then review and apply these recommendations, making the movement of deals through their pipeline easier.

Please note: if you're a Super Admin, you can opt your account into the Meeting Notetaker with Smart Deal Progression beta.

Before you get started

Before you begin working with this feature, review the following requirements and credit usage. 

Requirements

To review and apply recommendations on deals, users must:

• Have an assigned Sales or Service seat.
• Have a connected calendar.
• Have the HubSpot notetaker, or a third-party transcript integration, installed.

Please note: Please avoid sharing any sensitive information in your enabled data inputs for AI features, including your prompts. Admins can configure generative AI features in account management settings. For information on how HubSpot AI uses your data to provide trustworthy AI, with you in control of your data, you can refer to our HubSpot AI Trust & Safety information.

HubSpot Credits

Starting April 14, 2026, custom properties in your smart data capture settings consume 10 credits per custom property per transcript run, powered by Data Agent. For example:

• If one transcript runs on one custom property, 10 credits are consumed. 
• If five transcripts each run on five custom properties, 250 credits are consumed. 

Standard properties used in smart data capture settings do not consume credits. 

Configure automatic recommendation settings

Super Admins can set which properties are eligible for CRM property update suggestions.

1. In your HubSpot account, click the settings settings icon in the top navigation bar. Then, in the left sidebar under Data Management, click Data Capture.
2. Select the Use smart data capture checkbox.
3. To add or remove eligible properties, use the dropdown menu to select the desired object type.

4. To add a property, click the Add [object] property dropdown menu in the top right, then select the property.
5. To remove a property, click Remove to the right of the property name.
6. After making your changes, at the bottom, click Save.

View next step recommendations

Recommendations for next steps are available shortly after a meeting or call ends. You can find these recommendations from automatic notifications or by navigating to the associated deal.

Receive recommendation notifications

HubSpot automatically sends the following notifications to the activity owner with recommended next steps:

To review recommendations from these notifications:

• In the notification email, click Review next steps.
• From the in-app notification:
  • At the top right of your account, click the notification notification icon.
  • In your list of notifications, click the notification.
  • In the pop-up box, click Review next steps or Review updates.

View recommendations on the deal index page

• To view recommendations in bulk:
  • On the deals index page, at the top right, click Actions.
  • Then, click Review X data suggestions.
• To view recommendations for specific deals:
• On the deals index page, hover over the breezeSingleStar Breeze AI icon next to the deal name.
• In the pop-up box, click Review transcript and recording.

View recommendations on the deal record

If there are new recommendations related to a deal record, you can find a message in the top left record highlight card, stating artificialIntelligenceEnhanced X data changes found. To review those changes, click Review.

To view recommendations related to a single activity on a deal:

• From the deal record, at the top, click the Activities tab.
• In the activity timeline, under the activity name, click breezeSingleStar Review transcript and next steps.

Review and apply recommendations

For meetings, recommendations appear on the Recording & transcript tab of the meeting record, under the Next Steps section:

For calls, recommendations are restricted to CRM update suggestions.

Review action items after meetings

In the Review action items section, you can review, edit, approve, or reject the recommended action items.

For each recommended action item:

• Hover over Source to view the moment in the transcript that prompted the recommended action.
• Click the edit edit icon to edit the text for that item.
• Click the add add task icon to create a task for the item.
• Click the remove remove icon to reject a recommendation.

To save all action items as a single task, click Save as one task.

Send follow-up emails after meetings

To generate a follow-up email:

1. Under Review action items, click Generate follow-up email.
2. In the email editor pop-up window to the right, you can review the generated email and make any necessary changes to the:
   
   • Recipient address
   • CC and BCC addresses
   • Subject line
   • Body content
3. To associate the email with additional records:
   • At the bottom of the email editor, click the Associated with [x] records dropdown menu.
   • Select the checkboxes next to additional records.
4. After reviewing and adjusting the content as needed, click breezeSingleStar Send to send the email.

Approve CRM update suggestions

After a meeting or call, you can review, edit, approve, or reject the suggested updates to CRM properties.

• Hover over Source to view the moment in the transcript that prompted the recommended update.
• To accept a suggestion, click the success approve icon.
• To reject a suggestion, click the remove reject icon.
• To edit the value of a property before approving, click the field under the property name and enter the desired value.