Before you switch the workflow on: four quick data and rule checks
- Billing contact field: confirm each account/contact has a dedicated billing email and a single, clearly labelled billing contact field (e.g. "Billing contact email"). If you use Company + Contact in HubSpot, ensure the Company Primary Contact is set and matches the billing field.
- Provenance and recent edits: check a small sample of recent records to see where they came from (import, form, API, manual). If a record was created by an import or integration in the last 24–48 hours, pause it from billing until you’ve verified the source.
- Duplicate check: run a fast duplicates search for emails and company names and merge or tag duplicates so the automation has one canonical contact to pick from.
- Owner and fallback rules: confirm the automation uses a clear owner field and that there’s a defined fallback email (team inbox) if no owner exists — avoid sending invoices to unassigned or incorrect owners.
Afternoon safety tests you can run in 30–90 minutes
- Canary and test invoices: create two harmless test accounts that mirror real scenarios (one single-contact customer, one company with multiple contacts). Point their billing email at a team inbox, mark them as "test", and trigger the automation to ensure the invoice lands where you expect. These are quick end-to-end checks — do not use real customer emails.
- Dry run of content and tokens: copy the workflow or email template to a test version and send the invoice/renewal email to yourself. Check every token (name, amount, invoice link) and confirm conditional content picks the correct contact fields.
- Edge-case sample run: pick three real records (with permission) that represent common edge cases: recently merged contact, customer with a different payer contact, and a contact with multiple emails. Run the automation on each to confirm it selects the intended billing address.
Lightweight monitoring, quick rollback and ownership
Set two small, practical monitors you can use without new tools: a daily list of recently generated invoices to a shared spreadsheet and a HubSpot saved list of contacts invoiced in the last 24 hours with non-team email domains. Quick scans of those lists will show misdirected invoices early.
Prepare a one-line rollback and owner-alert: who clicks the stop button, who checks the last 10 invoices, and who notifies customers. Keep the rollback to a single step (pause workflow or toggle a processing-state property). If you'd like a practical hand to run this checklist and set the monitoring, Optira can help.