renewal-prep

name	renewal-prep
description	Runbook for turning a HubSpot renewal date into a prepped packet and a drafted outreach email for {{projectName}}. Covers the 90/60/30-day windows, what belongs in a renewal packet, at-risk signals, Google Calendar cross-checking, and the human approval gate before anything sends or discounts.

A renewal date on a HubSpot deal is only useful if someone acts on it early. A daily sweep reads every open deal's `{{renewal_date_property}}`, finds the accounts crossing 90, 60, or 30 days out, builds a renewal packet — usage, value delivered, and expansion ideas — checks Google Calendar for an existing renewal conversation, and drafts the outreach. Anything that looks stalled, shrinking, or gone quiet is flagged as at-risk in the same run. Nothing reaches a customer and no discount is ever applied until the account owner reviews it.

Fresh session per sweep — state lives on the HubSpot deal record itself (a kortix_renewal_stage_alerted property marks the last window surfaced), not in a local ledger file. A sweep can find several accounts at once; handle each as an independent unit — a failure preparing one account's packet is logged and skipped, never blocking any other account in the same sweep.

- The daily renewal sweep fires. - A human asks the agent to check a specific account's renewal status or re-run the sweep. - The renewal playbook (packet format, at-risk criteria, outreach tone) changes and needs to be reflected in the next run.

Step 0 — Orient: find what crossed a window

Query HubSpot for open deals with {{renewal_date_property}} set:

GET /crm/v3/objects/deals/search
  filterGroups: [
    { propertyName: "{{renewal_date_property}}", operator: "LTE", value: <today + 90d> },
    { propertyName: "dealstage", operator: "NEQ", value: "closedlost" }
  ]
  properties: ["{{renewal_date_property}}", "amount", "dealstage", "hubspot_owner_id",
               "kortix_renewal_stage_alerted", "notes_last_updated", "hs_lastmodifieddate"]

For each deal, compute days-to-renewal and bucket it into 90 / 60 / 30. Skip a deal if kortix_renewal_stage_alerted already equals that bucket — it was packeted on a prior run. A deal moving into a new, tighter bucket (e.g. 90 → 60) always gets a fresh packet, since more has likely changed.

Step 1 — Read the account's history

Pull the deal's notes, stage history, contract value, and the owner (hubspot_owner_id → name). Read prior call and email activity to reconstruct what's been delivered and discussed since the account signed or last renewed.

Step 2 — Build the renewal packet

Assemble, in order:

1. Usage and value delivered — what the account has actually gotten out of the product since the last renewal, drawn from notes and activity, in concrete terms (not "engaged well" — the specific thing that shipped or got used).
2. Expansion ideas — one or two concrete, specific opportunities grounded in what this account does and hasn't used yet. Never a generic "consider upgrading" line.
3. Contract terms — current value, renewal date, and term length.

Step 3 — Check Google Calendar (read-only)

Look for an existing renewal or QBR meeting near the renewal date. If one exists, reference it in the draft ("ahead of our call on ...") instead of proposing a new one. This is read-only — never create, move, or accept an event.

Step 4 — Flag at-risk signals

Independent of the 90/60/30 bucket, call out a deal as at-risk when it shows:

Signal	What it means
Stage unchanged for an extended period	Deal has stalled
Contract value trending down vs. last term	Account may be scaling back
No logged activity in a long stretch	Relationship's gone quiet
Notes mentioning a competitor, budget freeze, or churn intent	Explicit risk

At-risk deals get named specifically in {{alert_channel}}, with the signal that triggered the flag — every day they remain at-risk, not just once.

Step 5 — Draft the outreach

Write the renewal email using the packet: lead with the value delivered, name the expansion idea if one fits naturally, and reference the scheduled conversation if Step 3 found one. Hold it in {{draft_channel}} for the account owner. Never send it, and never write a specific discount, credit, or price change into the draft — if the account's situation calls for a pricing conversation, say so in the packet and let the owner handle it.

Step 6 — Post the radar

Post one summary to {{alert_channel}}: accounts newly crossing a 90/60/30 window (owner, renewal date, bucket), and the at-risk list with its signals. This is the read summary; the packet and draft are the deliverables in {{draft_channel}}.

Step 7 — Write the marker back

Set kortix_renewal_stage_alerted on each packeted deal to the bucket just surfaced (with a timestamp). This is the only HubSpot write — never the deal stage, amount, or pipeline.

- **Never send.** The renewal outreach is always a draft in {{draft_channel}} for the account owner to review, edit, and send. - **Never discount.** The agent never applies, offers, or suggests a specific discount, credit, or price change. Pricing stays with the account owner. - **Calendar is read-only.** Check for an existing conversation; never create, move, or accept an event. - **HubSpot writes are scoped** to `kortix_renewal_stage_alerted`. Never change deal stage, amount, or pipeline. - **No duplicate packets.** Always check `kortix_renewal_stage_alerted` before building a new packet — a deal already surfaced for its current bucket isn't re-packeted, though a move into a tighter bucket always gets a fresh one. - **At-risk flags aren't deduplicated.** Unlike packets, an at-risk flag reappears every day the signal still holds — it's a nudge, not a one-time event. - **Scoped secrets.** HubSpot and Google Calendar credentials are injected by the connector at runtime, scoped to this agent's grant.