Every question a HubSpot operator has asked us.

Filter contacts where Number of associated deals > 0 AND Number of associated open deals = 0 AND Number of associated closed-won deals = 0. Watch out: the 'where stage = X' rollups require Operations Hub Pro+ calculation properties — below that tier, you're exporting to a spreadsheet.

Filter contacts where Lead status is Attempting OR Connected AND Last activity date is more than 21 days ago. Watch out: sequence emails count as activity, so leads being drip-emailed look fresher than they really are.

Use HubSpot's Activity leaderboard to find users near 0 activity in the last 30 days, then filter their deals for Last activity date is more than 30 days ago to confirm. Watch out: sequence emails count as activity — a rep who set up a sequence on day 1 looks busy.

Compare each contact's most recent inbound vs. most recent outbound email timestamp. If inbound > outbound AND inbound is 48h+ old, the buyer is waiting. Watch out: HubSpot's UI doesn't expose this comparison directly — you need the CRM Engagements API.

Filter tasks where Due date is more than 7 days ago, Status is not Completed, AND Task creator equals Task assignee. Watch out: reps sometimes 'complete' tasks without doing them — your filter clears, the buyer is still waiting.

Filter Lifecycle stage = Lead AND Number of times contacted = 0 AND Created date is more than 7 days ago. Watch out: imports often pre-set Last activity date to the import date — filter on Number of times contacted instead, which actually starts at 0.

Filter contacts where Last contacted is unknown AND form fill happened in the last 24 hours. Watch out: HubSpot's Last contacted counts sequence emails as touches.

Filter contacts where Lifecycle stage = SQL AND Number of associated deals = 0 AND Date entered SQL is more than 14 days ago. Watch out: lifecycle stages don't auto-progress, so a worked-but-stalled SQL stays SQL forever.

Filter contacts where Marketing contact status is Marketing contact AND Last marketing email send date is more than 180 days ago (or unknown). Watch out: reclassifying isn't undoable in real time — HubSpot has a cooldown before flips back, so mistakes cost a billing cycle.

Use HubSpot's built-in Is deal stalled filter, add Last activity date is more than 7 days ago. Watch out: the native flag uses a one-size-fits-all team average — late-stage stalls and fast-rep stalls slip through.

Filter open deals where Deal owner is unknown AND Deal stage is not closed won/lost. Watch out: finding them is easy — keeping the count at zero requires fixing whichever integration / round-robin gap creates them.

Filter each object type (deals/contacts/companies) where Owner status is archived. Watch out: HubSpot's offboarding prompt is a one-shot — workflows and integrations keep assigning new records to deactivated users until you remove them.

Filter open deals where Close date is less than 14 days from now AND Last contacted is more than 7 days ago. Watch out: sequence emails count as 'contact' — a deal nudged by a drip looks freshly contacted even when the rep has gone silent.

Build a custom amount_peak property via workflow that snapshots the highest historical Amount, then filter deals where current Amount < amount_peak * 0.8. Watch out: the 'no documentation' part requires querying notes/calls/emails APIs separately — no single native filter exists.

Build a custom property close_date_push_count and a workflow that increments it whenever Close date moves forward. Filter deals where the count is 3+. Watch out: the increment workflow can't backfill — deals already pushed 3× show as 0 until pushed a 4th time.

Build a custom stage_regressed property via workflow that flags when a deal stage moves to an earlier pipeline order. Watch out: stage ordering varies across pipelines, so the regression check has to know which pipeline the deal lives in.

Filter open deals where Deal stage is Proposal/Negotiation/Contract Sent AND Last activity date is more than 7 days ago. Watch out: the activity-date field is polluted by sequence sends, and a rep replying to a buyer's email looks like 'engagement' even when the buyer is going dark.

Two views: contacts on open deals where Hard bounced is true, and contacts on open deals where Last contacted is more than 365 days ago. Watch out: Last contacted is polluted by sequence emails — a contact ignoring marketing for a year shows as 'contacted 2 days ago' if a sequence kept firing.

Filter open deals where Number of associated contacts is equal to 0. Watch out: multi-object reports (deals + contacts) silently drop orphan deals — the very report you'd build to find data quality issues hides them. Use a single-object filtered view instead.

There's no native filter for 'every associated contact matches X.' Build a custom calculation property has_senior_contact = false via workflow, then filter deals on it. Watch out: job-title parsing is fragile — 'Associate' is junior in legal, mid-level in consulting.

Filter open deals where Close date is more than 0 days ago AND Deal stage is not closed won/lost. Either the deal slipped without anyone updating the date, or somebody forgot to mark it lost.

Filter Companies where Number of associated deals > 2 (or build a calculation property for open-deal count, Operations Hub Pro+). Watch out: the rule has false positives — multi-divisional companies and renewals + expansions are legitimately multi-deal.

Filter Deal stage = Closed Won AND Close date is unknown OR after today. Watch out: stage-required-property rules don't fire on workflow-driven or import-driven stage changes — your validation can be in place AND the bad data can still exist.

Filter Deal stage = Closed Won AND Amount is unknown OR equal to 0. Watch out: stage-required-property rules don't fire on workflow-driven or integration-driven stage changes — so even with validation, won-no-amount deals slip through.

Filter open deals where Next activity date is unknown AND Last activity date is before 7 days ago. Watch out: sequence emails populate Next activity date with future send timestamps, so a deal queued for a drip looks 'scheduled' even when no human plans to touch it.

Filter open deals where Amount is unknown OR equal to 0 AND Created date is more than 1 day ago. Watch out: stage-required-property rules don't fire on workflow-driven or import-driven stage progression, so even with required fields you'll have no-amount deals in late stages.

Settings → Objects → Deals → Pipelines → Edit each pipeline → check every stage's Probability field. Watch out: there's no native automation that runs this check on a schedule — you remember to re-audit after every pipeline change, or you don't.

HubSpot's Companies → Actions → Manage duplicates catches same-domain matches. Watch out: it misses domain typos (acme.com vs acmer.com), formatting differences (https://acme.com vs acme.com), and the multi-domain subsidiary case.

HubSpot's Contacts → Actions → Manage duplicates catches email matches but misses phone-only or name-only duplicates. Watch out: the native merge UI is one-pair-at-a-time — fine for 10 duplicates, painful for 1,000.

Filter Companies where Domain is unknown AND ideally Number of associated contacts > 0 (so you focus on active records, not list-import noise). Watch out: marking Domain as required only enforces on manual creation — imports and integrations bypass it.

Two views: one filtering all channels (Email/Phone/Mobile) blank; another filtering Email contains placeholder patterns (test@, noreply, @example.com). Watch out: the placeholder list is open-ended — every quarter brings new test domains and ISP-specific patterns to add.

Filter Deal stage = Closed Lost AND Closed Lost reason is unknown AND Closed-lost date in the last 90 days. Watch out: even with required fields, reps pick the path-of-least-resistance option (often 'No Decision Made'), so you get filled-in fields that say nothing useful.

Filter Companies where Domain matches personal-email patterns (gmail.com, yahoo.com, etc.) or test patterns (test.com, example.com). Watch out: the personal-domain list is region-specific — mail.ru, gmx.de, 163.com get missed if you build from a US-only list.

Three separate views: Customer with no closed-won, Opportunity with no open deal, Lead with deal in late stages. Watch out: the intuitive fix (reset lifecycle stage backward) corrupts conversion reporting per HubSpot's docs — use a parallel custom Lead status instead.

Use the Email Events API to fetch all EMAIL_BOUNCE and EMAIL_SENT events, group by recipient, find contacts where any send timestamp is later than their first hard-bounce. Watch out: native HubSpot filters can't express this — Email Events API access (Marketing Hub Pro+) is required.

Filter contacts where Marketing contact status is Marketing contact AND Legal basis for processing data is unknown. Watch out: the Legal basis property requires HubSpot's GDPR features enabled — some portals don't have it, in which case this audit can't be run natively at all.

Filter contacts where Email opted out is true AND Lifecycle stage is SQL/Opportunity/Customer. Watch out: the line between marketing and 1:1 sales is blurry — a templated 'checking in' from a rep counts as marketing to a regulator.

Filter contacts where Hard bounced is true AND Marketing contact status is Marketing contact AND Email opt-out is false. Watch out: HubSpot's auto-suppression on hard-bounce isn't always immediate — and re-validation by enrichment can flip a bounced contact back to active.