Audit stale deals before pipeline rots
Scan HubSpot for stale deals, compile an audit in Excel, and nudge reps via Outlook
Overview
Stale deals are revenue leaks. Every week a deal sits without activity, the probability of closing drops. But manually scanning HubSpot for untouched opportunities, compiling a list, and chasing down reps takes hours of rev ops time. This template pulls stale deals from HubSpot, has AI compile an audit with recommended actions, and lets you review before pushing the report to Excel and nudging reps via Outlook.
How it works
Set your criteria: how many days without activity counts as stale, which pipeline stages to focus on, minimum deal size. The AI scans HubSpot, compiles a list of stale deals with owner, amount, stage, and last activity date, and recommends a next action for each. You review the list, adjust recommendations where you know context the AI does not, then push the audit to an Excel workbook and send personalized nudge emails to each rep via Outlook.
Who this is for
Revenue operations teams in Microsoft 365 environments who run regular pipeline hygiene checks. Especially useful for weekly or biweekly pipeline reviews where accountability matters.
Suggested prompt
Help me audit pipeline hygiene. Here is what I need:
- HubSpot pipeline: [pipeline name]
- Stale threshold: [e.g., no activity in 14+ days]
- Filters: [e.g., deals over $10K, specific stages]
- Excel workbook: [where to save the audit report]
- Send nudges via Outlook to: [deal owners]
Pull stale deals from HubSpot, compile an audit with recommended next actions for each, and let me review. Then push the report to Excel and send nudge emails to the owning reps via Outlook.
Frequently asked questions
What counts as a stale deal?
By default the template looks for deals with no activity in the last 14 days, but you can adjust this threshold. You can also filter by deal stage, amount, or owner to focus on what matters most.
What does the AI recommend for each stale deal?
The AI suggests a next action based on deal stage and history: follow up, request update from the rep, escalate, or mark for review. You validate these recommendations before anything gets sent.
How are reps notified?
After you review the audit and approve the recommendations, the template sends individual emails via Microsoft Outlook to each rep with their stale deals and suggested next steps.
Why Microsoft Excel instead of Google Sheets?
This template is designed for Microsoft 365 environments where Excel is the standard. The audit report lands in an Excel workbook that integrates with your existing Microsoft workflows and can be shared via Teams or SharePoint.