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HubSpot

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Create HubSpot renewal tasks for expiring 2Checkout subscriptions
Write
Cross-Connector

Never miss an expiring 2Checkout subscription

For account managers who want renewal conversations scheduled in HubSpot before 2Checkout subscriptions expire, by asking their AI assistant.

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Create HubSpot renewal tasks for expiring 2Checkout subscriptions
Which 2Checkout subscriptions expire in the next 30 days? Set up HubSpot renewal tasks for them.
7 active 2Checkout subscriptions expire in the next 30 days; 4 are ready for renewal tasks. - Recurring off, HIGH: 2 subscriptions, including Contoso, Pro Annual, expiring 2026-11-12 - Recurring on, MEDIUM: 2 subscriptions - Skipped: 2 already have an open task, 1 has no HubSpot contact Shall I create the 4 renewal tasks?
HubSpot
Sample figures. Your results come from your own account.
2checkout-get-subscription
2checkout-get-subscriptionrenewal
hubspot-get-contacts
hubspot-get-tasks
hubspot-add-task

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

HubSpot

HubSpot
Run it on your own HubSpot data.

Connect HubSpot, pick your AI tool and paste the prompt.

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The problem

Expiring subscriptions lapse before anyone calls

Subscriptions about to expire in 2Checkout need someone to talk to the customer, especially when recurring billing is off. Tracking them by hand means pulling expiry dates, finding each subscriber in HubSpot and creating renewal tasks without doubling up.

Without PopdockAI

  • Pull expiry dates from 2Checkout
  • Check which ones renew automatically
  • Find each subscriber in HubSpot
  • Create renewal tasks and hope none already exist

With PopdockAI

  • Active subscriptions expiring in your window are read
  • Those with recurring billing off are flagged high priority
  • Subscribers are matched to one HubSpot contact by email
  • Existing renewal tasks are skipped and you confirm before writing

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** For active 2Checkout subscriptions that expire in the next `{days-ahead}` days (default 30, at most `{max-records}` subscriptions, default 25), create one HubSpot renewal task per subscription on the subscriber's contact and company. Nothing is written until the user confirms.

**Step 1: Read expiring subscriptions from 2Checkout**

Call `2checkout-get-subscription` with `expiration-date.from` set to today, `expiration-date.to` set to today plus `{days-ahead}` days (30 if empty) and `max-records` set to `{max-records}` (25 if empty). Keep only rows whose `status` shows the subscription is active. Keep `subscription-reference`, `product-name`, `expiration-date` and `end-user-email`. Set aside subscriptions with no email and count them.

**Step 2: Check how each one renews in 2Checkout**

For each subscription, call `2checkout-get-subscriptionrenewal` with `subscription-reference` set to it and keep `recurring-enabled`. A subscription with recurring billing off will lapse unless someone renews it, so it gets priority HIGH; one with recurring on gets priority MEDIUM.

**Step 3: Find the contact in HubSpot**

The join is the 2Checkout `end-user-email` against the HubSpot contact `email`, compared case-insensitively after trimming. For each email, call `hubspot-get-contacts` with `email` set to it and keep `record-id` and `company-id`. If no contact or more than one comes back, list the subscription as unmatched and do not create a task for it.

**Step 4: Skip subscriptions that already have a task**

For each matched subscription, call `hubspot-get-tasks` with `task-title.contains` set to the `subscription-reference`. If a task comes back whose `task-status` is not completed, skip the subscription and show that task.

**Step 5: Confirm**

Show a table: contact email, product, subscription reference, expiry, recurring on or off, priority, and due date (7 days before `expiration-date`, or today if that has passed). Ask for an explicit yes and offer to exclude rows. Do not continue without a yes.

**Step 6: Write and verify**

For each confirmed row, call `hubspot-add-task` once with `subject` set to "Renew 2Checkout subscription <subscription-reference>", `body` set to the product, expiry date and recurring setting, `due-date` as above, `status` NOT_STARTED, `priority` as above, `type` TODO, `contact-ids` set to the contact `record-id` and `company-ids` set to the `company-id` when there is one. Set `owner-id` only when `{owner-id}` is a numeric HubSpot owner ID; otherwise leave it unset, because no tool turns a person's name into an owner ID. Then call `hubspot-get-tasks` with `task-title.contains` set to each reference and confirm the task exists. Report created, failed and skipped rows.

**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-add-task`, once per confirmed subscription and only after the confirmation in Step 5. Call no other hubspot-add, hubspot-update, hubspot-rename, hubspot-remove, hubspot-subscribe, hubspot-unsubscribe or hubspot-import tool, and do not use the engagement task tools.
* Never call `2checkout-subscription-renew`, `2checkout-subscription-extend`, `2checkout-subscription-enablerecurring`, `2checkout-subscription-update` or any other 2checkout tool that adds, updates, renews, extends, enables or disables. 2Checkout is only read here.
* Keep the subject format exactly as given; the complete-renewal-tasks-for-renewed-subscriptions prompt finds these tasks by it.
* Never put activation keys or payment details in the task.

**Validation:**

* If no active subscription expires in the window, say so and stop.
* If the user declines or does not answer, stop with nothing written.
* Never create a second open task for the same subscription reference.

Who it's for

One answer, three teams that use it

Renewals managers

Get ahead of every expiry

See subscriptions expiring soon with a renewal task for each, due a week before the date.

Create HubSpot renewal tasks for 2Checkout subscriptions expiring in the next 45 days.

Account managers

Focus on the ones that will lapse

Subscriptions with automatic renewal off rise to the top, so you call the customers at real risk.

Which 2Checkout subscriptions expiring this month have recurring billing turned off?

Customer success managers

Avoid duplicate renewal tasks

Subscriptions already being handled are skipped, so customers do not get two calls.

Set up renewal tasks in HubSpot for expiring 2Checkout subscriptions, skipping any that already have one.

How it works

What PopdockAI does when you ask

You set how far ahead to look and your AI assistant finds expiring 2Checkout subscriptions and their HubSpot contacts. Tasks are created only after you confirm, and 2Checkout is only read.

01

Find

It reads active 2Checkout subscriptions expiring in your window and checks recurring billing.

Your AI tool

02

Match

It finds each subscriber in HubSpot by email and skips ones with an open renewal task.

hubspot-get-contacts
hubspot-get-tasks

03

Confirm

You review the table with priorities and due dates, and say yes.

No items found.

04

Create

It creates one renewal task per subscription and checks each one exists.

Your AI tool

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.

get-data

2checkout-get-subscription

Returns subscriptions records from the 2Checkout connector (read-only). Accepts the filters defined on the tool, such as record identifiers, status and dates, and returns the matching rows.
get-data

2checkout-get-subscriptionrenewal

Returns subscription renewals records from the 2Checkout connector (read-only). Accepts the filters defined on the tool, such as record identifiers, status and dates, and returns the matching rows.
get-data

hubspot-get-contacts

Returns contact records from HubSpot CRM, with email, phone, company, lifecycle stage, lead status, owner and location from the HubSpot connector. Filter by company id, state region, contact owner, email, last name, create date, company name, record id, lifecycle stage, lead status.
get-data

hubspot-get-tasks

Returns tasks in HubSpot, with title, status, priority, type, due date, assignee and related contact from the HubSpot connector. Filter by assigned to, is overdue, due date, task title, task status, task type, contact email, priority.
run-action

hubspot-add-task

Creates a task in HubSpot and returns the new task's ID. Required: Due date. Optional: Subject, Notes, Status, Priority, Type, Owner ID, Company IDs, Contact IDs, Deal IDs. Writes to HubSpot.
Read only.Nothing in HubSpot Changes

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.

How Popdock AI secures your data

The outcome

Every expiring subscription has a renewal task

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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