Subscription renewals, service contracts, and product expirations are easy to lose track of — both for customers and your team. Without an effective reminder system in place, you risk churn, revenue loss, and client dissatisfaction.
With HubSpot’s automation tools, creating a renewal reminder system is not only possible — it’s powerful, scalable, and customizable to your business needs.
At CRM Magnetics, we help companies build smart, automated systems inside HubSpot that increase renewals and reduce manual effort.
Whether you're selling SaaS subscriptions, annual service retainers, or recurring product packages, the renewal moment is make-or-break. According to ProfitWell, reducing churn by just 5% can increase profits by 25–95%.
Customers often forget renewal dates. A proactive system gives them time to act — and gives your team time to assist.
Create a custom date property like “Contract Renewal Date” or “Subscription Expiration” on the deal or contact level. This will serve as the anchor for your reminders.
In HubSpot’s Workflows tool, use the “Date Property” trigger to schedule automation relative to that renewal date.
For example:
30 Days Before: Send a friendly “upcoming renewal” email
14 Days Before: Send a follow-up + link to renew
1 Day Before: Send final reminder or offer assistance
7 Days After (if no action): Notify account manager or sales rep
These workflows can also include task creation, Slack alerts, and internal ticket creation.
Use personalization tokens to auto-fill the customer’s name, product, renewal date, and account manager’s contact info. If you offer multiple packages, use branching logic to customize the content based on subscription type or value.
Bonus: Add links to a renewal form or payment page, integrated directly with your billing system.
Use custom dashboards to track:
Renewals this month
Overdue renewals
Renewal rate per segment
Campaign email open/click rates
This provides visibility into renewal performance and team follow-up effectiveness.
Not all customers will renew on their own. Use internal notifications to:
Alert the sales rep when a customer hasn’t clicked the renewal link
Create follow-up tasks
Trigger Slack messages to customer success teams
With proactive outreach, you reduce lost revenue.
One of our B2B clients offering managed IT services had a fragmented renewal process. We implemented a date-based workflow that sent automated renewal notices and routed unresponsive accounts to their team.
The results:
40% decrease in overdue renewals
2 hours saved per rep each week
18% increase in customer retention over 6 months
Renewals shouldn't be a fire drill. By automating reminders in HubSpot, you reduce risk, increase revenue, and free your team to focus on higher-value tasks.
At CRM Magnetics, we can help you set up intelligent automation that handles renewals — while keeping your brand voice and personal touch intact.