A deal in HubSpot is a sales opportunity — a record that tracks the progress of a potential sale from first contact to closed revenue. Every deal sits in your pipeline at a specific stage, so your sales team always knows where each prospect stands and what needs to happen next.
This guide covers how deals work in HubSpot, how to set them up, and how to use them effectively for Southeast Asian sales teams.
In HubSpot, navigate to CRM > Deals. You will see your pipeline view with all open deals arranged by stage.
Enter the deal name, the pipeline it belongs to, the current stage, and the expected close date. Associate the deal with a contact and company record.
Enter the expected deal value. HubSpot uses this to calculate your pipeline total and forecast revenue by stage.
Set which rep owns this opportunity. The owner receives task notifications and appears in your reporting dashboards.
Log calls, emails, and meetings directly on the deal record. Drag the deal card to the next stage in board view when the opportunity advances.
What exactly is a HubSpot deal?
A deal record represents one sales opportunity. It connects to a contact (the buyer), a company (their employer), and any tasks, emails, or calls associated with that opportunity. The deal sits inside a pipeline, moving through defined stages until it closes as won or lost.
In a typical B2B pipeline for a Southeast Asian team, stages might run: New Enquiry, Proposal Sent, Negotiation, Closed Won, Closed Lost. The names and number of stages are fully customisable in HubSpot settings.
Deal records store the information your team needs to act: the close date, the amount, the owner, and a full activity log. This makes it easy to review any deal at any time, without digging through email threads.
How do deal stages work?
Deal stages represent the steps in your actual sales process. Each stage has a win probability, which HubSpot uses to weight your pipeline forecast. A deal at Proposal Sent might carry 30% probability, while a deal at Negotiation might be 70%.
You can customise stage names, probabilities, and required fields per stage from Settings > Objects > Deals > Pipelines. If your team operates across markets in Southeast Asia, consider whether one pipeline covers your process or whether different products or regions warrant separate pipelines with separate stages.
Moving a deal to the next stage is as simple as dragging it in board view or updating the stage field in the deal record. HubSpot logs the stage change with a timestamp, so you can see exactly how long each deal spent at each stage.
What deal properties should you track?
HubSpot includes standard deal properties — amount, close date, pipeline, deal stage, owner — out of the box. Most teams add custom properties to track what matters for their business, such as:
- Product or service type — which offering is being sold
- Deal source — how the lead came in (referral, inbound, outbound, LINE OA)
- Contract length — monthly, quarterly, annual
- Decision maker — who needs to sign off
Keep custom properties lean. Every field you add is a field the rep must fill in. Focus on the properties that feed your reporting and help you understand deal quality, not on capturing every possible data point.
How do you automate deal management in HubSpot?
HubSpot workflows can fire automatically based on deal stage changes or property values. Common automations for deal pipelines include:
- Creating a task for the deal owner when a deal moves to Proposal Sent
- Sending a follow-up email to the contact when a deal reaches Negotiation and the close date is within 7 days
- Notifying a manager when a deal is marked Closed Won above a certain value
- Rotating deal ownership when a rep is on leave
To set up deal-based workflows, go to Automation > Workflows, create a new workflow, and select “Deal-based” as the trigger type. You can then enrol deals when a stage changes, when a property is set, or on a fixed date relative to a date property.
For Southeast Asian teams using LINE OA, connecting deal stage changes to LINE messages via a HubSpot LINE integration means prospects receive updates in the channel they prefer, which improves response rates in markets where LINE is the primary business communication tool.
How do you report on deals in HubSpot?
HubSpot’s reporting tools let you build deal dashboards showing pipeline by stage, forecast revenue by close date, win rate by rep, and average deal cycle time. These reports update in real time as deals move through the pipeline.
The key reports for most sales teams are the pipeline snapshot (total value at each stage), the velocity report (how fast deals move through the pipeline), and the win/loss analysis (what closed and what did not). All three are available from the default sales dashboard in HubSpot.
If you track multiple pipelines, filter your reports by pipeline to separate product lines, regions, or sales teams before drawing conclusions about overall performance.
Frequently asked questions about HubSpot deals
Can one contact have multiple open deals?
Yes. A contact can be associated with as many deals as needed — useful when a prospect is evaluating several products or services at once.
Can you have multiple deal pipelines in HubSpot?
Yes. HubSpot allows multiple pipelines. This is useful if you sell different products with different sales cycles, or if different teams (e.g. new business vs renewal) follow a different process.
What is the difference between a contact and a deal in HubSpot?
A contact is a person. A deal is an opportunity. One contact can have many deals over their lifetime as a customer or prospect. The deal is where you track the commercial conversation; the contact is where you track the relationship.
Can you import deals into HubSpot?
Yes. HubSpot’s import tool accepts CSV files for deals, and you can map columns to standard or custom deal properties during the import. Associate each imported deal with a contact by including an email address in the file.
What happens when a deal is marked Closed Lost?
The deal exits your active pipeline and no longer counts toward open pipeline value. You can still access it, report on it, and reopen it if the opportunity comes back. HubSpot does not delete closed-lost deals automatically.
This guide is produced by an independent informational resource by a HubSpot Platinum Partner. HubSpot is a trademark of HubSpot, Inc.
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