Warehouse — HubSpot — Build Tickets: How to Work the Queue

Audience

• Warehouse builders and leads working Build tickets in HubSpot.

• Dispatch and managers who need to understand how Build status is updated.

Purpose / When to use this

Use this article whenever you are working the Build queue in HubSpot.
It explains how to use the Current Builds view in CRM → Tickets to manage builds, update statuses, log warranties, and communicate issues so deals move smoothly toward delivery.

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1. What a Build ticket is

• A Build ticket represents the warehouse work required to assemble cabinets for a specific deal.

• Build tickets are not created at Closed Won. Instead:

  • A Receive ticket is created when vendor product is expected.

  • When a Receive ticket that includes assembled cabinets is marked Received by the warehouse, the system generates the Build ticket for those items.

• This means Build tickets only appear once:

  • Cabinets that require assembly are actually on‑site at the warehouse and ready to be built.

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2. Where to work from: CRM → Tickets → Current Builds

2.1 Navigating to your queue

1. In HubSpot, go to CRM → Tickets.

2. Select the saved view Current Builds.

The Current Builds view is your daily command center for build work.

2.2 What the Current Builds view shows

Each row in Current Builds is a Build ticket and includes at least:

• Deal Name — which job you’re building.

• Assembly Count — number of cabinets requiring assembly.

• Target Delivery Date — the date the build should support.

• Status — Not Started / In Progress / Complete (clickable from the view).

• Build Completion Status — whether the build is:

  • In progress,

  • Awaiting warranties/backorders, or

  • Fully complete.

• BLD Sheet Link — direct link to the Build (BLD) sheet.

• Build Team Notes — key notes the team needs to see.

Rows are sorted by Target Delivery Date so you always see the most time‑sensitive builds first.

 

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3. Standard actions from the Current Builds view

From Current Builds, you can perform the core steps of your job without drilling into every ticket.

3.1 Change build Status

The Status column has three options:

• Not Started — no work has begun.

• In Progress — build work is actively underway.

• Complete — all cabinets on the deal that are present at the warehouse have been assembled.

You can click directly on the Status field in the view to move the job through these stages as you work.

3.2 View the BLD sheet

• Click the BLD Sheet Link to open the Build sheet for that row.

• Use the BLD sheet as your blueprint for what needs to be built and how.

3.3 Check Target Delivery Date for prioritization

• Use Target Delivery Date (and the default sort) to prioritize which jobs you start next.

• Jobs with earlier target dates should not sit in Not Started or In Progress without a plan.

3.4 Read Build Team Notes

• Scan the Build Team Notes column to see team-wide instructions or special considerations.

• Use these notes (via the ticket) to document anything the next shift or other teams should know.

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4. When to open an individual Build ticket

Open a Build ticket (by clicking the ticket name in the Current Builds view) when you need more detail than the view provides.

Inside the Build ticket you can see:

• Recent activities (emails, notes, status changes).

• Full notes history (existing Build Team notes and comments).

• Summary dashboards, such as:

  • Existing Warranty tickets for the deal.

  • Order tickets associated with the deal.

  • Pickup ticket summary.

  • Incoming shipment summary.

This lets you see all related fulfillment tickets and their statuses without leaving the Build ticket.

 

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5. Primary buttons on the Build ticket: Log New Warranty and Add Note

At the top of every Build ticket you’ll see two large buttons for your most important actions:

5.1 Log New Warranty

Use Log New Warranty when you discover damage or defects during assembly.

• Clicking it opens a simple form where you capture:

  • Vendor and SKU/color.

  • Quantity of affected items.

  • A brief description of the issue.

  • Any required photos (per your SOP).

• Submitting this form creates/updates the appropriate Warranty ticket so the sales side can work with the vendor to get replacement parts.

5.2 Add Note

Use Add Note when you need to communicate or document something on the Build record:

• Clarify questions about the BLD sheet.

• Flag issues for the deal owner or another department.

• Record anything future you (or another builder) should know.

Use @‑mentions to ensure the right person sees it, for example:

• @Deal Owner, @Delivery Team, @Management.

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6. Using Status and Build Completion Status correctly

Two fields work together to show where the job really stands:

• Status — your basic workflow stage:

  • Not Started / In Progress / Complete.

• Build Completion Status — how “complete” the job is from a fulfillment perspective:

  • Complete: Fully complete with no outstanding parts/actions

  • Awaiting Warranties: All cabinets built, but waiting on warranty parts to be received

  • Awaiting Backorders: All cabinets built, but waiting on backordered parts

6.1 When to set Status to Complete

You should set the Build ticket’s Status to Complete when:

• All cabinets that are on the deal and physically at the warehouse have been assembled.

• Any missing or damaged items have been:

  • Documented in a Note, and

  • Logged via LOG NEW WARRANTY or other exception flows as needed.

This is true even if:

• Warranty parts are still pending, or

• Some components are on backorder.

6.2 Build Completion Status and visibility in Current Builds

Current Builds will continue to show a Build ticket until both of the following are true:

1. Status = Complete, and

2. Build Completion Status is NOT “awaiting warranties/backorders” (i.e., it indicates full completion).

That means:

• If the build is physically complete but Build Completion Status still indicates “awaiting warranties/backorders”, the ticket will stay visible in Current Builds.

• Once warranties/backorders are resolved and Build Completion Status is updated to a fully complete value, the ticket will drop off the Current Builds view.

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7. Why timely completion updates matter for warranties

When you set Status = Complete on a Build ticket:

• The system triggers a notification to the deal owner that build is complete for that job.

• Deal owners are explicitly instructed not to submit warranties until they receive this Build Complete notification.

This means:

• If you delay setting Status to Complete, you delay warranty submission.

• Timely updates keep:

  • Warranty processing moving, and

  • Customer timelines on track.

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8. Handling problems: partial builds, missing or damaged items

When you cannot fully complete a build due to missing or damaged items:

1. Keep Status at the appropriate stage (likely In Progress) until you’ve built everything you can.

2. Use Build Completion Status to indicate that the job is awaiting warranties/backorders once all possible work is done.

3. Add a Note describing:

   • Which items are missing or backordered.

   • Quantities and exact locations in the job.

4. Use LOG NEW WARRANTY to create a Warranty record for damaged/defective items.

The system and downstream workflows then:

• Generate Warranty tickets for sales to process.

• Generate Needs Attention tickets when partials or exceptions are recorded on related tickets.

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9. When a Build is “done” from the warehouse perspective

A Build is fully done for the warehouse when:

• Status is set to Complete.

• Build Completion Status no longer indicates awaiting warranties/backorders (i.e., all replacement parts are resolved or accounted for).

• All issues discovered during build have:

  • A Warranty logged (if needed).

  • Clear notes on the Build ticket.

At that point:

• The Build ticket will drop off the Current Builds view.

• You can move on to the next job, in Target Delivery Date order.