Recipes / Renewal-risk brief: CRM and support signals in one red, amber or green call

Renewal-risk brief: CRM and support signals in one red, amber or green call

HubSpot + Intercom

Who it's for

CSMs and account managers who want a quick, evidence-backed read on an upcoming renewal before the prep call, without changing anything in the CRM or the support inbox. HubSpot can be swapped for Salesforce, Attio or Pipedrive. EU-hosted Intercom workspaces use Intercom EU. Zendesk isn't listed here yet (no official server available).

What you get

A renewal-risk brief for one account. Sample output: every company and person in it is fictional.

Account: Larkspur Freightworks (fictional)
Renewal: Nov 30 (45 days out), $36K ARR
Owner: Priya Raman (CSM). Champion: Dana Okafor, Ops Director

Call: AMBER

Why:
- Support load is up: 9 Intercom conversations in the last 60 days, against 3 in the 60 days before.
- Main theme is the CSV export (5 of 9 conversations). Two are still open, the oldest from Sep 22.
- On Oct 3 Dana wrote: "If exports keep failing we'll need to look at other options before renewal." (Intercom, conversation with Dana Okafor)
- HubSpot shows no logged call or meeting with Dana since Aug 14.

What's going well:
- The renewal deal is open, with a close date of Nov 30 and a note from Sep 10: "Budget confirmed for next year."
- A new contact, Sam Whitlock (Finance), was added to the deal on Oct 1.

Suggested next steps (nothing has been changed):
1. Get the two open export conversations to a fix or a date this week.
2. Book a check-in with Dana before Oct 31.

Not found: no Intercom company record matched on the first try. Matched on the domain larkspur.example instead.

Time and cost

Estimate About 5–10 minutes per account, most of it checking the evidence.

Assumptions: One account with one renewal deal, a few contacts and about 10 recent support conversations.

• HubSpot: Reads only: the company, its renewal deal, owner, contacts and recent notes and activities. Credit use not confirmed by HubSpot.
• Intercom: Reads only: one company lookup and its conversations from the last 60–90 days. Credit use not confirmed by Intercom.

Exact credit costs depend on your plan with each vendor. Check the tool pages before a large run.

MCP servers

Every server is confirmed in: Claude

• HubSpot Up · auth
  ClaudeChatGPTRead + writeCredits not confirmed
  https://mcp.hubspot.com
• Intercom Up · auth
  ClaudeClaude CodeCursorRead + writeCredits not confirmed
  https://mcp.intercom.com/mcp

Set up in a chat app

Every server in this recipe is confirmed for Claude. Connect each one, then paste the prompts below into one conversation.

• Connect HubSpot without code (Claude, ChatGPT)
• Connect Intercom without code (Claude)

Developer setup

{
  "mcpServers": {
    "hubspot": {
      "url": "https://mcp.hubspot.com"
    },
    "intercom": {
      "url": "https://mcp.intercom.com/mcp"
      // headless alternative: "headers": { "Authorization": "Bearer YOUR_INTERCOM_API_KEY" }
    }
  }
}

Step-by-step prompts

Copy all prompts

1. Find {company} in HubSpot. Show me the renewal date (use {renewal field}), the owner, the open renewal deal and its stage, the contacts on the deal, and the notes and activities from the last 90 days. Don't change anything.
2. Find {company} in Intercom by name or by the domain {domain}, and tell me how you matched it. List its conversations from the last 90 days with the date, contact, status and a one-line topic.
3. Group those conversations into themes. For each theme give a count, how many are still open, and one short quote with its date.
4. Write a renewal-risk brief: a red, amber or green call, the reasons for it with the evidence behind each one, what's going well, and two or three next steps. List anything you couldn't find. Don't write anything back to HubSpot or Intercom.

Run it on a schedule (optional)

• Run it by hand before each renewal prep call, or once a week for every renewal in the next 90 days.
• In a scheduled run, collect the briefs into one message to yourself. Don't post account details to a shared channel.
• Both HubSpot and Intercom connect with OAuth in Claude. On Claude Team or Enterprise an org Owner adds the Intercom connector, and HubSpot non-admins need a Super Admin to approve it. Test one manual run first.

Where this goes wrong

• Conversations from the wrong company. Company names repeat and contacts move. Have it say how it matched the Intercom company (name, domain or contact email), and check the match before you read the brief.
• A red or green call with no evidence. The model can turn one angry message into a churn risk. Require a dated quote or a count behind every reason, and drop any reason without one.
• The wrong renewal date. Teams store renewal dates in different places: a renewal deal's close date, a custom company property, or a contract field. Tell it which one you use, and check it against the record once.
• Missing activity read as no engagement. Calls and emails that were never logged in HubSpot won't show up. Treat 'no activity' as a question for the owner, not as proof the account went quiet.

Gotchas

• HubSpot only shows records the connected user can see. Connect with an account that can see the renewal deals for the accounts you cover.
• Intercom's MCP server can add internal notes to conversations, and doing that can unsnooze them. This recipe stays read-only, so tell it not to add notes.
• Intercom's US endpoint doesn't serve EU workspaces. EU workspaces use Intercom EU as a custom connector, and AU-hosted workspaces aren't supported.

Download

Get the prompts, guardrails and expected output as one Markdown file. Paste it into a Claude Project or ChatGPT project's instructions, or save it as CLAUDE.md for Claude Code.

Download renewal-risk-brief.md

Vendor sites: HubSpot. If we join an affiliate program, these links will be labeled as affiliate links.