Support

Setting it up, and what to do when it complains.

One workflow action, eight fields. Everything it can tell you is on this page. If something here does not match what your portal does, write to us — that is a bug in one of the two.

support@dealrenewals.com

Before you start

What the app needs from your portal.

Requirement	Why
Deal workflows	A custom workflow action can only be added to a deal-based workflow, and deal-based workflows are a Sales Hub Professional and Enterprise feature. On Starter there is nothing for this action to be dropped into.
A portal admin	Authorizing the app is one HubSpot screen and it needs admin rights.
A pipeline for the renewal	Any pipeline, including the one the source deal is in. You pick the pipeline and the stage in the action.
Six deal properties	Added at install in their own “Deal Renewals” group, and put back if they ever go missing. No other object is touched.

Installing

Three steps, then the action exists.

01
Authorize the app
From the install page, approve the scopes on HubSpot’s consent screen. You come back to your account page, and the URL you land on is your private link — bookmark it.
02
Open any deal workflow
Automation → Workflows, then a deal-based workflow. The usual trigger is a deal stage becoming Closed Won.
03
Add “Create renewal deal”
It appears in the action list under Deal Renewals. Pick the target pipeline, then the stage — the stage list reloads from the pipeline you chose.

The action

Eight fields.

The same text you see in the workflow editor. The four copy options start unticked — tick the ones you want, or the renewal is created with none of them.

Field	What it does
Target pipeline	Pipeline the renewal deal is created in.
Target stage	Stage the renewal deal starts in.
Renewal close date offset (months)	Months added to the source deal close date to set the renewal close date (e.g. 12 for a yearly renewal). A whole number between 1 and 60.
Renewal deal name	See below — leave it empty for the default.
Copy line items	Tick to copy the line items of the source deal onto the renewal. Left unticked, the renewal has no line items.
Copy amount	Tick to copy the amount of the source deal.
Copy owner	Tick to assign the renewal to the owner of the source deal.
Copy contact & company associations	Tick to associate the renewal with the same contacts and companies.

HubSpot adds the action with all four boxes clear, so a renewal created without touching them carries only its name, close date, pipeline and stage. Tick the four and you get the full copy.

Copied line items keep their name, SKU, quantity, price, discount, tax and billing terms. A recurring billing start date is shifted by the same offset as the close date, so the new term does not start in the past. Calculated fields are left out — HubSpot recomputes them.

Naming

Leave it empty, or write your own.

Empty, a source deal called “Acme subscription” renews as “Acme subscription — Renewal 2027”. To write your own, mix plain text with these placeholders, each wrapped in double curly braces.

Placeholder	What it resolves to
{{dealname}}	The name of the source deal.
{{renewalyear}}	The year the renewal closes — the term the new deal actually covers.
{{year}}	The year the source deal closed.
{{year+1}}	The year after the source deal closed.

{{renewalyear}} and {{year+1}} only match on a 12-month offset. At three months the renewal closes the same year; at 24, two years later. Only {{renewalyear}} names the term the renewal covers, which is why it is in the default.

Timing

Scheduled renewal creation — powered by your existing HubSpot workflows.

Deal Renewals creates the renewal the moment your workflow says so — which means you decide the schedule with the HubSpot tools you already know.

Renewal created at close (most common)

01
Workflow trigger: deal stage becomes Closed Won.
02
Action: Create renewal deal with a close date offset (e.g. +12 months).

The renewal appears in your pipeline right away, dated one term ahead, with line items, amount, owner and associations copied.

Renewal created later (e.g. 3 months before expiry)

01
Workflow trigger: deal stage becomes Closed Won.
02
Native HubSpot Delay step: 9 months (for a 12-month term).
03
Action: Create renewal deal with a +12 months offset.

The renewal only shows up when your team should start working on it.

When it complains

What the workflow history tells you.

The action reports its outcome into the workflow history. Every message it can produce is here.

What you see	What it means	What to do
Monthly free quota reached (5/5). Upgrade at …/account	The free plan covers 5 renewals a month, per portal, and they are used up.	The count resets on the 1st. To lift it, open your account page.
HubSpot connection lost — reconnect Deal Renewals from the /account page.	The portal’s authorization was revoked or expired, so no renewal can be created.	Reconnect from your account page. Nothing is lost; the workflow picks up on the next enrollment.
Renewal created with {{ lineItemsCopied }} of {{ lineItemsTotal }} line items copied — add the missing ones to the renewal deal, do not re-run the action.	The renewal exists, but HubSpot rejected some of the line items.	Add the missing lines to the renewal by hand. Do not re-run the action — it would duplicate the lines that did land.
HubSpot rejected the renewal — check that the pipeline and stage selected in this action still exist, and that the app still has permission to write deals.	HubSpot refused the deal creation itself. Usually a pipeline or stage that was renamed or deleted after the action was configured.	Open the action, re-pick the pipeline and stage, and re-run.
Invalid action settings — open the workflow action and check its fields (the renewal offset must be a whole number of months between 1 and 60).	A field holds a value the action cannot use. The offset is the usual one.	Fix the field and re-run.
HubSpot did not answer in time and the renewal may or may not have been created — check the deal for a renewal before re-running this action.	The call timed out mid-flight. We cannot tell you which side of the write it stopped on.	Open the source deal. If it has a dr_renewal_deal_id, the renewal exists — do not re-run.
The Deal Renewals properties this action writes are missing from your deals and could not be recreated — check that the dr_ deal properties are not archived in your property settings, then re-run the workflow.	The six lineage properties were archived or deleted, and the portal refused to let us put them back.	Settings → Properties → Deal, restore the archived dr_ properties, then re-run.

Still stuck

Write to us.

support@dealrenewals.com

Four things make it one round trip instead of three: your portal id, the id of the workflow, the id of the source deal, and roughly when it ran. What happens to your data is in the privacy policy.