A weekly stale-deal report in HubSpot, without Enterprise

By Kayabyte

Most sales managers want one thing on Monday: which open deals have gone quiet, which have a close date that has already passed, and which have no next step. HubSpot has the pieces for this, and you can assemble a decent version yourself. This guide shows what to build, what each plan allows, and where a hand-built report stops.

What HubSpot tracks on every deal

HubSpot sets these deal properties automatically (HubSpot guide):

Last activity date: the most recent past date and time a note, call, logged sales email or meeting was logged on the deal. Completed tasks count too.
Last contacted: the last time a chat, call, one-to-one email, meeting or message was logged for the deal.
Next activity date: the date of the next upcoming activity, set when someone logs a future call, email or meeting.
Time in current stage and Date entered current stage.
Close date: the day the deal is expected to close, or was closed.

A stale deal is then a filter: open, and last activity older than N days; or open and close date in the past; or open and next activity date empty.

Step 1: a saved filter on the deals page

On the deals index, filter by deal stage (open stages only), then add a filter on Last activity date (older than your limit) or on Next activity date (empty). Save it as a view. This works from the deals page itself and gives each rep a list to work through. It only helps when someone opens it, and a date filter may need adjusting as time passes, so check how your filter handles “N days ago”.

Step 2: a report and a weekly email

With a stale filter in a custom report, you can add it to a dashboard and email the dashboard on a schedule. HubSpot says reports and dashboards can be emailed on a daily, weekly or monthly schedule, and that recurring emails can only go to HubSpot users (HubSpot guide). The custom report builder needs Professional or Enterprise (HubSpot guide). Dashboard data in recurring emails follows the permissions of the person who set up the email, so ask each manager to set up their own if they should only see their deals.

Step 3: a task for the owner

On Professional or Enterprise, a deal-based workflow can enrol open deals whose Last activity date is older than your limit and create a task for the owner (HubSpot guide). This pushes the nudge to the rep instead of waiting for the Monday review.

Where the hand-built version stops

It shows deals that are stale now. It does not tell you what changed since last Monday: which deals moved stage, which amounts changed, which close dates were pushed.
It cannot compare pipeline value with last week unless you keep your own record.
On Starter and Free there is no custom report builder, so the saved view in step 1 is the main tool.

Full disclosure: we built an app for the Monday version

We built Historical Snapshots & Weekly Digest (more about it). Its stale list uses HubSpot’s own Last activity date: open deals with no activity for N days (default 14, you choose), close dates that have passed, and deals with no next step. On the Pro plan (USD 19 per month per HubSpot account, 14-day trial with no card) it emails the team every Monday from 07:00 in your account’s time zone: pipeline value against last week, wins and losses, stage moves, close dates pushed, stale deals and new contacts nobody has touched, and optionally one email per deal owner with their own deals. Each list shows the 10 largest deals. The stale list itself, the nightly snapshots and the comparison of two dates are also in the Free plan, which keeps 90 days of deal history. The app only reads; it never changes anything in HubSpot.

FAQ

Can I get a weekly stale-deal report in HubSpot without Enterprise? Yes. Build a stale-deal filter on Last activity date, put it in a report on a dashboard (custom reports need Professional or Enterprise) and email the dashboard weekly to HubSpot users. Starter and Free can use a saved view on the deals page.

Which HubSpot property tells me a deal has gone quiet? Last activity date, which HubSpot sets from logged notes, calls, sales emails, meetings and completed tasks. Last contacted is a stricter view that counts only direct contact with the customer.

Can HubSpot email me stale deals every Monday? It can email a dashboard on a weekly schedule to HubSpot users. A digest that also lists what moved and what changed since last week needs an app or your own snapshots.

Is there a free stale deal report app for HubSpot? The Free plan of Historical Snapshots & Weekly Digest shows stale deals inside the app; the Monday email is on Pro. We built it, so weigh that.

Questions or corrections: support@kayabyte.dev. HubSpot is a registered trademark of HubSpot, Inc. Kayabyte is an independent developer and is not affiliated with HubSpot.