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Understanding Deal Stages & The Reversion Rule

 

🛑 The Golden Rule of Deal Stages

Never manually change the Deal Stage in HubSpot. Deal stages are automatically driven by the actions you take in MySalesHub. Manually changing a stage in HubSpot breaks the sync with the fulfillment engine and can stall your order.

  • The ONLY Exceptions: You may manually change a stage in HubSpot ONLY if you are moving the deal to Closed Lost or Timeline Delay.


The Deal Stage Lifecycle

Your goal is to drive the deal from Quote to Closed Won. Here is the exact criteria required for each stage:

Deal Stage Required Criteria
Quote NONE: No Signed Contract and No Payment.
Deal Pending ONE OF: Has a Signed Contract OR a Payment. (Note: The system requires a signed contract before taking payment).
Deposit BOTH: Has a Signed Contract AND a Payment.
Await Doublecheck SUBMITTED FOR QA: Rep has attached design docs, saved vendor carts, build notes, assigned double checkers, and selected a fabricator.
Closed Won APPROVED: Deal received at least one Double Check approval and the rep/manager clicked "Finalize & Close."

⚠️ The Reversion Logic (When Things Go Backwards)

Deals do not always move in a straight line. If you change a deal's Line Items or Deal Amount in MySalesHub after a contract has been generated, the existing contract is instantly voided.

When a contract voids, the system automatically moves your stage backward:

  • From Deal Pending + Line Item/Price Change ➡️ Reverts to Quote (Contract voided, no payment on file).

  • From Deposit + Line Item/Price Change ➡️ Reverts to Deal Pending (Contract voided, but payment remains on file).

Where to Look After "Closed Won"

Once a deal hits Closed Won, it never reverts. The automated fulfillment engine takes over.

  • Your Responsibility: You do not need to track the granular fulfillment tickets (Receive → Build → Delivery).

  • What You Will See: You only need to monitor your Action Items dashboard in HubSpot to manage vendor Order Tickets and verify Build/Delivery sheets.