Sales — MySalesHub — Submit and Perform Double Check QA

Audience

• Sales reps submitting their deals for Double Check.

• Sales reps and managers who act as Double Check reviewers.

Purpose / When to use this

Use this article once your deal is in Deposit (signed contract and payment on file) and you are ready to submit it for QA.
It explains how to submit a deal for Double Check in MySalesHub, how reviewers complete the QA, and how Finalize Close moves the deal to Closed Won.

1. What Double Check is and why it matters

• Double Check is a peer-review QA process.

• Goal: catch errors in products, measurements, or pricing before the warehouse builds or orders materials.

• Every deal must pass through Double Check before moving to Closed Won and triggering fulfillment.

2. When you can submit for Double Check

You can only submit for Double Check when your deal is in the Deposit stage.

Deposit means:

• You have a signed contract on file.

• You have recorded the required payment (deposit, full, or custom).

If you do not yet see the Finalize page (Screen 5), check:

• Is the contract signed and tracked correctly?

• Is the payment recorded on the deal?

If not, complete Sales — MySalesHub — Generate Contracts and Take Payments first.

3. Submitting a deal for Double Check (Screen 5)

Once in Deposit:

1. In MySalesHub, open the deal and go to Screen 5 – Finalize Page.

   • This screen is only accessible when the deal is in Deposit.

2. Attach all relevant design documents:

   • Layouts, renderings, specs, etc.

3. Add build notes and any special instructions:

   • Details the warehouse and reviewers need to know.

4. Assign your Double Checkers:

   • Choose one or more colleagues who will review the deal.

5. If applicable, select the Countertop Fabricator.

6. Review the page for completeness.

7. Click Finalize (bottom right).

What happens when you click Finalize:

• The deal stage changes from Deposit to Await Doublecheck.

• HubSpot automatically generates a Double Check Ticket linked to the deal.

• You and your reviewers will receive emails as the ticket is updated.

4. What the deal owner sees after submission

As the deal owner:

• The deal’s stage is now Await Doublecheck.

• You can see the linked Double Check Ticket in HubSpot.

• You will receive email notifications as reviewers:

  • Mark Pending Revision,

  • Fail the deal, or

  • Approve it.

You should:

• Watch for feedback.

• Be ready to make changes if reviewers find issues.

For instructions on changing an order after submission, refer to:

• Sales — Exceptions — Change an Order After Payment.

5. How reviewers perform Double Check

When you are assigned as a Double Check reviewer:

5.1 Start in the Double Check Ticket (HubSpot)

1. You will receive an email with a link to the Double Check Ticket.

2. You can also find tickets under Service > Tickets → Double Check views (e.g., “Double checks assigned to me”).

3. Open the Double Check Ticket and check its current status:

   • Pending — ready for your review.

   • Pending Revision — deal owner is currently making changes (stop here).

   • Failed — deal already failed QA (stop here).

   • Passed — deal already set to Closed Won (stop here).

Only proceed if the ticket status is Pending.

5.2 Locate the deal in MySalesHub

1. In MySalesHub, go to In-Progress Deals.

2. Search using the Job Name.

3. Confirm the deal’s stage is exactly Await Doublecheck.

   • If the stage is Deposit or anything else, it is not ready for your review.

4. Click Visit Form.

You will land on Screen 6 – Double Check:

• This is a read-only copy of the Finalize page.

• You cannot edit products or notes; you are there to review.

5.3 Perform the review and decide

On Screen 6 and using attached documents:

• Cross‑check:

  • MySalesHub line items vs. vendor carts.

  • Measurements and layouts vs. design docs.

  • Pricing and discounts vs. agreed totals.

When finished, use the buttons at the bottom (in MySalesHub) to log your decision:

• Reject — if there are errors:

  • You will be prompted to leave feedback.

  • The Double Check Ticket in HubSpot updates automatically.

  • The deal owner is emailed to fix the issues.

• Approve — if the order is flawless:

  • Your approval is logged to the Double Check Ticket.

6. Deal owners and managers: making changes and returning to Deposit

If a reviewer finds issues while the deal is in Await Doublecheck:

• The edit screens are locked until you pull the deal back to Deposit.

To make changes:

1. In MySalesHub, open the deal and go to Screen 6 – Double Check.

2. Click Return Deal to Deposit Stage (blue button).

3. Let it save then close the form completely.

4. Reopen the deal via Visit Form:

   • It should now open at Screen 1 – Create Profile, with the stage back in Deposit.

5. Use Add products to navigate to the product selection page and make required changes.

Remember:

• If changes affect SKUs or pricing, the Reversion Rule applies:

  • Contract is voided.

  • Deal may revert to Deal Pending.

  • You must regenerate a contract and collect a new signature.

After fixing:

1. Regenerate and sign a new contract (if required).

2. Once back in Deposit with all requirements met, go to Screen 5 – Finalize.

3. Resubmit for Double Check by clicking Finalize again.

For full details on post‑payment changes, see:

• Sales — Exceptions — Change an Order After Payment.

7. Finalize Close — moving to Closed Won

Once a deal has one or more Double Check approvals:

• The Finalize Close button appears (usually on the Double Check/Finalize screen).

When you click Finalize Close:

• The deal is locked for further editing.

• The stage moves to Closed Won.

• The fulfillment engine fires:

  • Vendor Order Tickets are created.

  • Build and Delivery tickets are created.

After Closed Won:

• Follow Sales — HubSpot — Post-Closing Fulfillment and Action Items and related articles to manage your remaining responsibilities.