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How to Submit a Contract Amendment in HubSpot

All contract amendment requests must be submitted through HubSpot (not Slack). Sales Reps or CSMs create a ticket with business justification and program stats. RevOps, Legal, and Accounting then review, prepare, and finalize the amendment.

Business Context (Why This Matters)

Contract amendments ensure any changes to terms (dates, allocations, or revenue) are properly reviewed, approved, and documented. Submitting these through HubSpot:

  • Creates a paper trail for compliance and finance.

  • Ensures Legal, RevOps, and Accounting can review before implementation.

  • Prevents delays with the Implementation Team (who cannot process allocations until the amendment is signed).

Always submit requests through HubSpot Tickets. Slack requests will not be actioned.

Step-by-Step Guide

Step 1: Create a Ticket in HubSpot

  1. Go to the deal record where the amendment is needed.

  2. In the Tickets section (under DealHub), create a new ticket.

  3. Set Pipeline = RevOps.

  4. Label as Contract Amendment Request and include the Contract ID/reference.

  5. Attach supporting emails if:

    • 3+ week extension OR allocation change → Requires signed amendment (via PandaDoc).

    • < 2 week extension AND no allocation change → Email confirmation is enough (attach to ticket).

Step 2: Add Business Justification

Include:

  • Why the amendment is needed (e.g., customer request, scheduling issue).

  • What happened that caused the change.

  • Other relevant context (customer impact, urgency, etc.).

Attach this explanation inside the HubSpot ticket.

Step 3: Add Program Statistics

Provide:

  • Total sessions purchased.

  • Total sessions used.

  • Other key stats (e.g., Sev 1, Sev 2 rates, if relevant).

Step 4: Submit & Track the Request

  1. Double-check that the ticket includes:

    • Ticket details

    • Business justification

    • Program statistics

  2. Submit for review.

  3. Respond promptly if RevOps or Legal request more info.

  4. Legal/RevOps prepares the document.

  5. Once approved, secure customer + legal signatures (via PandaDoc).

  6. Upload signed amendment to HubSpot.

  7. Move ticket to Signed stage so RevOps can update line items.

  8. RevOps then moves ticket to Accounting stage for revenue adjustments.

⚠️ Important: The Implementation Team cannot process new allocations until the ticket is in Signed stage.

Amendment Stages (HubSpot Ticket Stages)

  • New Request → AE or CSM creates ticket.

  • Management Approval → If Finance review is required.

  • Legal Review & Order Form Update → Legal prepares document.

  • Approved / Ready for Signature → Document ready for PandaDoc signature.

  • Signed → AE uploads signed order form. RevOps updates HubSpot line items.

  • Accounting → Accounting updates VTWA (revenue recognition).

  • Blocked → AE must take action.

  • Done → Accounting completes updates; all parties notified.

  • Rejected → AE notified of rejection.

Troubleshooting

Issue 1: Amendment request sent via Slack

  • What you see: Request ignored or delayed.

  • Fix: Always use HubSpot ticketing. Re-submit properly.

  • Ask in: #vt4s-hubspot 

Issue 2: Implementation won’t process allocations

  • What you see: Delayed start or cohort not launched.

  • Fix: Ensure amendment is fully signed and ticket is in Signed stage.

  • Ask in: #vt4s-hubspot 

Issue 3: Ticket stuck in Legal or Accounting stage

  • What you see: Ticket not progressing.

  • Fix: Check PandaDoc signature status or pending Finance approval.

  • Ask in: #vt4s-hubspot 

  • Escalate to: Sabrina (Legal/RevOps).

📅 Last Update: 09/15/2025