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Post-Closing Fulfillment & Your Action Items

Once a deal hits Closed Won, the automated fulfillment engine takes over. You do not need to track the granular warehouse or delivery tickets. However, you are still the ultimate gatekeeper for accuracy before physical work begins and money is spent.

Your daily command center for post-closing duties is the "Action Items" view in your HubSpot Tickets dashboard. You have two final, vital responsibilities for every closed deal:

1. Verify the Build (BLD) & Delivery (DEL) Sheets

When a deal closes, the system automatically generates BLD and DEL sheets and attaches them to the HubSpot deal. You must review these for 100% accuracy.

If changes are needed:

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

  2. Click the newly visible blue buttons at the bottom: "Edit Build Sheet" or "Edit Delivery Sheet".

  3. Make your necessary text changes and save the sheet.

🚨 CRITICAL RE-ATTACHMENT: You must manually upload these finalized sheets to TWO places in HubSpot:

  • The Deal Attachments section.

  • The specific Final BLD and Final DEL properties located in the "About this deal" section on the left sidebar.


2. Manage Vendor "Order" Tickets

An Order Ticket is generated for every vendor on your deal. Your responsibility for these tickets ends at a specific "cut-off stage" depending on which pipeline the ticket is in.

A. The "Order | PU" Pipeline (We pick up from them)

Your Cut-Off Stage: Reviewed & Confirmed

  • Wait for the vendor's quote or Sales Order (SO) to arrive via email.

  • Review the quote for accuracy and approve it in the email thread.

  • Go to the HubSpot ticket and manually change the status from Submitted to Reviewed & Confirmed. (This clears the ticket from your Action Items dashboard).

B. The "Order | Ship" Pipeline (They ship to us)

Your Cut-Off Stage: Submitted

How you reach "Submitted" depends on the specific vendor:

  • Automated Vendors: The system automatically submits the PO. You simply need to verify the ticket status has progressed from Not Submitted to Submitted.

Manual Vendors (Wurth, KCD, USCD): No automations exist for these.

  1. Stop: Before you touch the HubSpot ticket, you must build the order online.

  2. For Wurth, add the items to an online cart. For KCD and USCD, ensure there is a "saved cart" ready to be purchased for your specific deal.

  3. Proceed: After the cart is saved/populated on the vendor's site, go back to HubSpot and manually change the ticket status to Submitted. This triggers a "Please Pay" request to Management so they can process the payment.