Preventing Duplicate Deals

Introduction

If the HubSpot Agent is creating duplicate or unwanted deals — after CS meetings, vendor calls, or calls with no next steps — support can tighten the workflow's rules so deals only get created when they should.

When Unwanted Deals Get Created

The most common scenarios:

• After customer success meetings with existing customers.

• After calls with no next steps or scheduled follow-ups.

• After calls with vendors, partners, or internal team members.

• When a deal lands in the wrong pipeline, or a pipeline that's no longer used.

If you're seeing any of these, the workflow's criteria are too broad and need narrowing.

How to Fix

Update the workflow to be more selective. Typical adjustments:

• Add instructions that skip deal creation in the scenarios you flagged.

• Modify the prompt so the agent checks for specific signals (like "a follow-up call is scheduled") before creating anything.

• Set explicit criteria like "only create deals for first-time sales calls."

The workflow stays active — just tighten what counts as a valid trigger.

After the Fix

Once the change ships, we recommend:

• Testing on a few recent calls to confirm the new criteria behave as expected.

• Watching deal creation for a few days to make sure the issue is gone.

• Telling support if any duplicates still slip through — the criteria may need another pass.

Need More Help?

Reach the AskElephant support team by clicking the chat button in the bottom right corner of your screen, emailing [email protected], or using @askelephant support in your dedicated Slack channel.