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Sales — HubSpot — Post-Closing Fulfillment and Action Items

What to do in HubSpot after a deal hits Closed Won: BLD/DEL sheets and vendor order tickets.

Audience

  • Sales reps (primary).

  • Sales managers who oversee post-close accuracy.

Purpose / When to use this

Use this article after your deal reaches Closed Won to understand what you still own in HubSpot.
It explains how to use the Action Items view to verify Build and Delivery sheets and work vendor Order Tickets to their final cut-off stages before handoff to fulfillment.

1. What changes at Closed Won

  • Once your deal hits Closed Won, the automated fulfillment engine takes over.

  • HubSpot automatically:

    • Generates vendor Order Tickets for every vendor on the deal.

    • Generates Build tickets.

    • Generates Delivery tickets.

  • You are still responsible for:

    • Verifying the Build (BLD) and Delivery (DEL) sheets.

    • Driving vendor Order Tickets to their cut-off statuses so the back house can fulfill.

REMINDER: You do not need to manage every warehouse and delivery ticket. Your command center is your sales-owned tickets in the Action Items view.

2. Where to work from: Action Items view

  • In HubSpot, go to Service > Tickets and select your saved view: Action Items.

  • This view hides completed work and shows only tickets that currently need your input.

  • You will primarily see:

    • Vendor Order tickets.

    • Any sales-owned exception tickets (Warranty, Needs Attention) for other workflows.

When this article set is complete, add cross-links:

  • “For vendor-specific order processing steps, see Sales — HubSpot — Manage Vendor Order Tickets and Fulfillment Hand-Off.”

  • “For exception flows, see Sales — Exceptions — Process Warranty Replacement Tickets and Sales — Exceptions — Handle Needs Attention Tickets.”

3. Responsibility #1: Verify BLD and DEL sheets

3.1 What the sheets are

  • When a deal closes, the system automatically generates:

    • A BLD (Build) sheet for the warehouse.

    • A DEL (Delivery) sheet for delivery or pickup.

  • These PDFs are attached to the HubSpot deal and tell the back house exactly what to build and deliver.

CRITICAL: If these sheets are wrong, the warehouse will build and deliver the wrong thing. You must review them before work begins.

3.2 How to review and edit the sheets

  1. Open the Closed Won deal in HubSpot.

  2. Locate the auto-generated BLD and DEL sheet attachments on the deal.

  3. Review them line by line against the agreed order:

    • Correct products and quantities.

    • Correct colors and finishes.

    • Correct notes or special instructions.

If changes are needed:

  1. Go to the Profile Page (Screen 1) of the deal in MySalesHub.

  2. Use the blue buttons at the bottom:

    • Edit Build Sheet to correct BLD text.

    • Edit Delivery Sheet to correct DEL text.

  3. Make your text changes and save the sheet(s).

3.3 Re-attaching the final BLD / DEL sheets

After editing, you must upload the finalized PDFs in two places:

  1. Deal Attachments

    • Download the updated BLD/DEL sheets from MySalesHub.

    • Upload them to the Attachments section of the HubSpot deal.

  2. Final BLD / Final DEL properties

    • On the left side of the deal, find the Final BLD and Final DEL properties.

    • Attach or link the same final PDFs there.

IMPORTANT: Re-attaching in both places is required. The deal attachments are for human review; the Final BLD/DEL properties are used by downstream teams and reports.

When you’re ready, we can spin this into its own child article:

  • Sales — HubSpot — Review and Reattach BLD / DEL Sheets.

4. Responsibility #2: Manage vendor Order Tickets to cut-off

This section keeps to the overview; the detailed per-vendor logic will live in the separate vendor ticket article.

4.1 What vendor Order Tickets represent

  • For every vendor on your deal, HubSpot creates an Order ticket after Closed Won.

  • These tickets live in:

    • Order PU pipeline (we pick up from them, often quote-based).

    • Order SHIP pipeline (they ship to us, often cart-based).

  • Your responsibility ends when each ticket reaches its cut-off status:

    • Reviewed Confirmed in Order PU.

    • Submitted in Order SHIP.

KEY IDEA: Your job is to get each vendor ticket to its cut-off status; after that, it belongs to management and fulfillment.

4.2 How to work Order Tickets from Action Items

From your Action Items view:

  1. Open the next Order Ticket in your queue.

  2. Check:

    • Which vendor it’s for.

    • Which pipeline it is in (Order PU vs Order SHIP).

    • Its current Ticket Status.

  3. Follow the vendor-specific process:

    • For Order PU vendors, typically you wait for an emailed quote, approve it, then set the ticket to Reviewed Confirmed.

    • For Order SHIP vendors:

      • Automated vendors: confirm the ticket moves from Not Submitted to Submitted with no extra work.

      • Manual vendors (Wurth, KCD, USCD): build and save the cart online, then set the ticket to Submitted to request payment.

Add a cross‑link here:

  • “For a vendor‑by‑vendor breakdown and pipeline cheat sheet, see Sales — HubSpot — Manage Vendor Order Tickets and Fulfillment Hand-Off.”

5. What you do not own after Closed Won

To avoid overreach and confusion:

  • You do not manage:

    • Build queue sequencing.

    • Receive ticket workflows.

    • Delivery routing and scheduling.

  • Those are owned by warehouse and dispatch teams, using their own tickets and dashboards.

Your role is to:

  • Ensure the order you sold is accurately represented in BLD/DEL sheets.

  • Ensure vendors have been properly ordered through their Order tickets.

  • Respond to exceptions via Warranty and Needs Attention tickets.

TIP: When a customer calls asking “Where is my kitchen?”, use the deal’s ticket views to see current statuses instead of emailing/calling the warehouse blindly.