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Close HubSpot renewal tasks once 2Checkout shows the renewal
For account and renewal teams who track 2Checkout subscriptions as HubSpot tasks, just by asking their AI assistant.
On this page
Connector
Connect HubSpot, pick your AI tool and paste the prompt.
The problem
Open renewal tasks hide the customers who really lapsed
Renewal tasks in HubSpot stay open after the 2Checkout subscription has already renewed, so reps chase customers who paid while real lapses get lost. Checking means finding each subscription and reading its history by hand.
Without PopdockAI
- Read the subscription reference from each task
- Find the subscription in 2Checkout by reference and email
- Read its history for a renewal date
- Close tasks one by one and miss the lapses
With PopdockAI
- Subscription references are taken from open task titles
- Each subscription's history is checked for a renewal since the task was created
- Expired, disabled or cancelled ones are listed as lapsed
- Only the tasks you approve are completed, and each is checked
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Find open HubSpot tasks whose title contains `{title-text}` (default "Renew 2Checkout subscription", at most `{max-records}` tasks, default 50) and, after the user confirms, mark completed the ones whose 2Checkout subscription has since renewed.
**Step 1: Read open renewal tasks from HubSpot**
Call `hubspot-get-tasks` with `task-title.contains` set to `{title-text}` ("Renew 2Checkout subscription" if empty) and `max-records` set to `{max-records}` (50 if empty). Keep tasks whose `task-status` is not completed. Keep `record-id`, `task-title`, `contact-email`, `due-date` and `created-at`. Take the subscription reference from the end of `task-title`. Tasks with no reference in the title or no `contact-email` are listed as unreadable and left alone.
**Step 2: Read the subscription in 2Checkout**
The join is the task `contact-email` against the 2Checkout `end-user-email`, then the reference from the title against `subscription-reference`. Call `2checkout-get-subscription` with `end-user-email` set to the `contact-email` and keep the row whose `subscription-reference` matches. If none matches, list the task as unmatched and leave it open.
Then call `2checkout-get-subscriptionhistory` with `subscription-reference` set to the reference. The work is done when the subscription `status` is active and the history has an entry whose `type` shows a renewal with a `start-date` on or after the task's `created-at`. If the subscription is expired, disabled or cancelled, list it as lapsed: the task is not done. Anything else stays open.
**Step 3: Confirm**
Show three groups: tasks to complete (task title, contact email, renewal start date, new expiration date), tasks still open with the reason, and lapsed subscriptions. Ask for an explicit yes and offer to exclude rows. Do not continue without a yes.
**Step 4: Write and verify**
For each confirmed task, call `hubspot-update-task` once with `id` set to the task `record-id` and `status` set to COMPLETED, changing no other field. Then call `hubspot-get-tasks` with `task-title.contains` set to each reference and confirm the status. Report completed, failed and skipped tasks.
**Rules & Guidelines:**
* Tools whose names start with 2checkout belong to the 2checkout server and tools whose names start with hubspot belong to the HubSpot server. Both servers must be connected.
* The only write tool allowed is `hubspot-update-task`, once per confirmed task, only to set `status` to COMPLETED, and only after the confirmation in Step 3. Call no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool.
* Never call `2checkout-subscription-renew`, `2checkout-subscription-extend`, `2checkout-subscription-update`, `2checkout-subscription-disable` or any other 2checkout tool that adds, updates, renews, extends, enables or disables. 2Checkout is only read here.
* Never complete a task for a lapsed subscription; a lapse is a sales problem, not finished work.
**Validation:**
* If no open task matches, say so and stop.
* If the user declines or does not answer, stop with nothing written.
* If the reference in a title matches more than one subscription, list them and leave the task open.Who it's for
One answer, three teams that use it
Account managers
Stop chasing customers who renewed
Clear renewal tasks for subscriptions that already renewed, so your list shows only real follow-ups.
Check my open Renewal tasks in HubSpot against 2Checkout and close the ones that renewed.
Renewals managers
See the real lapses clearly
Get the expired, disabled and cancelled subscriptions in one list, separate from the noise of done tasks.
Which HubSpot renewal tasks are for 2Checkout subscriptions that lapsed or were cancelled?
Customer success managers
Keep the renewal queue honest
A task only closes when 2Checkout shows a renewal after it was created, so nothing is closed on a guess.
Which renewal tasks in HubSpot for Contoso subscriptions can be completed based on 2Checkout history?
How it works
What PopdockAI does when you ask
Your AI assistant reads your open HubSpot renewal tasks and checks each subscription in 2Checkout. Only renewed tasks you approve are completed, and 2Checkout is only read.
01
Read
It reads open HubSpot renewal tasks and takes the subscription reference from each title.
02
Check
It finds each subscription in 2Checkout and reads its history for a renewal since the task was created.
03
Confirm
You review tasks to complete, tasks still open and lapsed subscriptions, and say yes.
04
Complete
It marks the approved tasks completed and checks each status.
What PopdockAI provides
The tools behind the answer
Ready made tools for HubSpot and one secure connection to your AI tool. No code, no exports.
hubspot-get-tasks
2checkout-get-subscription
2checkout-get-subscriptionhistory
hubspot-update-task
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Renewal tasks close when renewals really happen
Related use cases
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