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DealHub Validation Rules Guide

Enforcing Data Integrity, Pricing Compliance, and Operational Efficiency in DealHub Quotes.

1. Why Validation Rules Matter

  • Data Integrity
    Ensures quotes and deals sync correctly with HubSpot (owners, prices, products).
  • Pricing & Compliance
     Prevents reps from offering unapproved discounts, terms, or products.
  • Operational Efficiency
     Reduces manual QA by auto-enforcing approval flows.
  • Ensures Capacity for Onboarding
     Ensures the CS team has 3 weeks notice before a new customer can be onboarded

2. Live Validation Rules

Rule 1: Contract Start < 21 Days

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: If contract start date is fewer than 21 days away (Tutoring products only - doesn’t apply for Live AI)
  • Action Taken: Block quote submission, AEs must modify dates or talk to RevOps.
  • Owner: AEs 
  • Notes: Prevents last-minute tutoring contract starts
  • Can Admins Bypass the Rule? Yes 
  • Who can Help you Bypass the Rule? Reach out to Mark MCCarthy, María Betancourt or your RVP. 

Rule 2: Product Fees Missing

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: If product fees are missing
  • Action Taken: Block quote submission, AEs must add product fees.
  • Owner: AEs 
  • Notes: Ensures the one time fees implementation fees are always included 
  • Can Admins Bypass the Rule? No 

Rule 3: Missing Primary Offer

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: If “Primary Proposal” is missing on a multi-offer proposal
  • Action Taken: Block quote submission, AEs need to choose a primary offer.
  • Owner: AEs 
  • Notes: Ensures primary offer is always selected on multi-offer proposals
  • Can Admins Bypass the Rule? No 

Rule 4: Multiple Primary Offer

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: 2 or more primary offers on a Proposal. 
  • Action Taken: Block quote submission, AEs must have only 1 primary offer on multi-offer proposals (they can do multi-offer but only 1 offer can be primary )
  • Owner: AEs 
  • Notes: Ensures order forms only have a single offer on them. 
  • Can Admins Bypass the Rule? No 

Rule 5: Order Form Proposal Must Have 1 Offer Only

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: 2 or more offers on an Order Form. 
  • Action Taken: Block quote submission, AEs must have only 1 offer on Order Forms (this is different from proposals where they can do multioffer)
  • Owner: AEs 
  • Notes: Ensures order forms only have a single offer on them. 
  • Can Admins Bypass the Rule? No 

Rule 6: Missing Billing Account

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: If billing account is missing (can be added manually)
  • Action Taken: Block quote submission, AEs need to add billing account.
  • Owner: AEs 
  • Notes: Required for invoicing and finance
  • Can Admins Bypass the Rule? No 

Rule 7: Cooperative Purchasing Agreement Method

  • Rule Type: 🔴 Hard Stop
  • Trigger Criteria: If a customer previously purchased via cooperative agreement, AE cannot build quotes via DealHub. Action Taken: Block quote submission
  • Action Taken: Block quote submission, AE must contact RevOps or Finance.
  • Owner: AEs 
  • Notes: Ensures correct purchasing path. AEs are prompted to book a meeting with Sabrina Shaikh for support. 
  • Can Admins Bypass the Rule? No 

Rule 8: Total Net < $25K

  • Rule Type: 🟡 Soft Stop
  • Trigger Criteria: If total net value is less than $25,000
  • Action Taken: Allows submission, but requires Manager approval
  • Owner: RVPs 
  • Notes: Encourages larger deal sizes
  • Can Admins Bypass the Rule? Yes 
  • Who can Help you Bypass the Rule? Reach out to Sabrina Shaikh or your RVP. 

Rule 9: Discount > 1%

  • Rule Type: 🟡 Soft Stop
  • Trigger Criteria: If any line item discount > 1%
  • Action Taken: Allows submission, but requires RVP review if >1%
  • Owner: RevOps 
  • Notes: All deals must go trough this approval flow. 
  • Can Admins Bypass the Rule? Yes 
  • Who can Help you Bypass the Rule? Reach out to Sabrina Shaikh or your RVP. 

3. Common Issues & Troubleshooting

Frequent Rep Errors

These are the most common mistakes AEs make in DealHub that trigger validation rules or cause sync issues:

Creating Multiple Proposals Instead of Using Multi-offer
  • Problem: Reps generate separate proposals when they could consolidate into a multi-offer document.
  • Impact: Confuses customers, inflates pipeline records, and creates reporting noise.
  • Fix: Use the multi-offer functionality to present multiple pricing options in a single proposal.

Forgetting Required Fields

  • Problem: Fields such as Primary Offer, Billing Account, are often left blank.
  • Impact: Triggers validation rules, delays quote submission, and blocks sync.
  • Fix: Always review the required fields checklist before finalizing a proposal.

Short Contract Start Dates
  • Problem: Selecting a start date fewer than 21 days out for tutoring products.
  • Impact: Hard stop blocks submission until corrected or escalated.
  • Fix: Adjust start date accordingly; if urgent, escalate to Admins for override.


System & Process Issues

  • Blocked Cooperative Agreement quotes
    • Cause: Customer previously purchased through a cooperative purchasing agreement, and DealHub validation rule prevents new quotes.
    • Resolution: Contact RevOps to support with a Custom Order Form.

 

📅 Updated September 8th, 2025