HubSpot renewal checklist

Contacts and billing

• Count marketing contacts you haven't emailed or who haven't opened in 12 monthsThese are the usual biggest saving. Set them to non-marketing before renewal.
• Find hard bounces and unsubscribes still set as marketingYou're paying for people you legally or technically can't email.
• Check what sets contacts to marketing automaticallyForms, imports and integrations often do it by default, so the number creeps back up.
• Merge duplicate contactsEach duplicate can count as another marketing contact.
• Work out your contact tier after clean-upHubSpot bills in blocks. You only save if you drop under a block boundary.

Seats and users

• List seats nobody has used in 90 daysReassign them or drop them at renewal.
• Move people who only look at data to view-only seatsView-only seats don't cost anything.
• Remove leaversPeople who've left still holding paid seats is very common.
• Count your super adminsNot a cost, but if it's more than three, fix it while you're in there.

Tier and add-ons

• List add-ons and check each is usedThings like a dedicated IP, extra domains or extra credits get bought for a project and forgotten.
• Check which paid features you actually useIf a hub is on Professional but only uses Starter features, ask about dropping it.
• Look at your credit usageMake sure you're not paying for far more than you use.

Before you sign

• Find your renewal date and notice periodCheck your contract for how much notice you need to reduce anything. Reductions usually only apply at renewal.
• Ask for a usage breakdown before the quoteYour account manager can show seat and contact usage. Get it before you talk numbers.
• Ask about discounts for paying upfront or committing longerOnly worth it once the clean-up is done and you know what you need.