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Automate B2B SaaS renewal risk management with CRM, support & usage data

Yassin ZeharYassin Zehar
239 views
2/3/2026
Slack NotificationEmail AutomationForwardingEmail ParsingCustomer Support
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Description

This workflow is designed for B2B/SaaS teams who want to secure renewals before it’s too late.

It runs every day, identifies all accounts whose licenses are up for renewal in J–30, enriches them with CRM, product usage and support data, computes an internal churn risk level, and then triggers the appropriate playbook:

  • HIGH risk → full escalation (tasks, alerts, emails)
  • MEDIUM risk → proactive follow-up by Customer Success
  • LOW risk → light renewal touchpoint / monitoring

Everything is logged into a database table so that you can build dashboards, run analysis, or plug additional automations on top.

How it works

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  1. Daily detection (J–30 renewals)
    A scheduled trigger runs every morning and queries your database (Postgres / Supabase) to fetch all active subscriptions expiring in 30 days. Each row includes the account identifier, name, renewal date and basic commercial data.

  2. Data enrichment across tools
    For each account, the workflow calls several business systems to collect context:

    • HubSpot → engagement history
    • Salesforce → account profile and segment
    • Pipedrive → deal activities and associated products
    • Analytics API → product feature usage and activity trends
    • Zendesk → recent support tickets and potential friction signals

    All of this is merged into a single, unified item.

  3. Churn scoring & routing
    An internal scoring step evaluates the risk for each account based on multiple signals (engagement, usage, support, timing).
    The workflow then categorizes each account into one of three risk levels:

    • HIGH – strong churn signals → needs immediate attention
    • MEDIUM – some warning signs → needs proactive follow-up
    • LOW – looks healthy → light renewal reminder

    A Switch node routes each account to the relevant playbook.

  4. Automated playbooks

    • 🔴 HIGH risk

      • Create a Trello card on a dedicated “High-Risk Renewals” board/list
      • Create a Jira ticket for the CS / AM team
      • Send a Slack alert in a designated channel
      • Send a detailed email to the CSM and/or account manager

    • 🟠 MEDIUM risk

      • Create a Trello card in a “Renewals – Follow-up” list
      • Send a contextual email to the CSM to recommend a proactive check-in

    • 🟢 LOW risk

      • Send a soft renewal email / internal note to keep the account on the radar

  5. Logging & daily reporting For every processed account, the workflow prepares a structured log record (account, renewal date, risk level, basic context).
    A Postgres node is used to insert the data into a churn_logs table.

    At the end of each run, all processed accounts are aggregated and a daily summary email is sent (for example to the Customer Success leadership team), listing the renewals and their risk levels.

Requirements

  1. Database

    • A table named churn_logs (or equivalent) to store workflow decisions and history.
      Example fields: account_id, account_name, end_date, riskScore, riskLevel, playbook, trello_link, jira_link, timestamp.

  2. External APIs

    • HubSpot (engagement data)
    • Salesforce (account profile)
    • Pipedrive (deals & products)
    • Zendesk (support tickets)
    • Optional: product analytics API for usage metrics

  3. Communication & task tools

    • Gmail (emails to CSM / AM / summary recipients)
    • Slack (alert channel for high-risk cases)
    • Trello (task creation for CS follow-up)
    • Jira (escalation tickets for high-risk renewals)

  4. Configuration variables

    • Thresholds are configured in the Init config & thresholds node:
      • days_before_renewal
      • churn_threshold_high
      • churn_threshold_medium
    • These parameters let you adapt the detection window and risk sensitivity to your own business rules.

Typical use cases

  • Customer Success teams who want a daily churn watchlist without exporting spreadsheets.
  • RevOps teams looking to standardize renewal playbooks across tools.
  • SaaS companies who need to prioritize renewals based on real risk signals rather than gut feeling.
  • Product-led organizations that want to combine usage data + CRM + support into one automated process.

Tutorial video

Watch the Youtube Tutorial video

About me :

I’m Yassin a Project & Product Manager Scaling tech products with data-driven project management. 📬 Feel free to connect with me on Linkedin

Automate B2B SaaS Renewal Risk Management with CRM & Usage Data

This n8n workflow streamlines the process of identifying and managing renewal risks for B2B SaaS customers by integrating CRM data (Pipedrive, HubSpot, Salesforce) with product usage data (Postgres, custom API). It allows for proactive intervention, creating tasks in project management tools (Jira, Trello), notifying teams (Slack, Gmail), and updating CRM records based on defined risk criteria.

What it does

This workflow performs the following key steps:

  1. Triggers on a Schedule: The workflow starts automatically at predefined intervals.
  2. Fetches Customer Data: It retrieves customer information from various CRM systems (Pipedrive, HubSpot, Salesforce).
  3. Fetches Usage Data: It pulls product usage data from a PostgreSQL database and a generic HTTP API, likely representing custom usage metrics.
  4. Combines Data: It merges the CRM and usage data for each customer into a single, comprehensive record.
  5. Processes Data in Batches: Each customer's combined data is processed individually to manage API rate limits and ensure granular handling.
  6. Calculates Renewal Risk: It applies logic (via the "Edit Fields" node) to determine the renewal risk level for each customer based on their CRM status and usage patterns.
  7. Routes Based on Risk Level:
    • High Risk: Creates a task in Jira or Trello, sends a notification to Slack, and updates the customer record in the CRM (Pipedrive, HubSpot, Salesforce).
    • Medium Risk: Creates a task in Jira or Trello, sends an email notification via Gmail, and updates the customer record in the CRM.
    • Low/No Risk: Simply updates the customer record in the CRM, indicating that no immediate action is required.
  8. Aggregates Results: After processing all customers, it aggregates the outcomes of the various actions taken.
  9. Finalizes Operation: A "No Operation" node marks the end of the workflow's processing.

Prerequisites/Requirements

To use this workflow, you will need accounts and credentials for the following services:

  • CRM System:
    • Pipedrive
    • HubSpot
    • Salesforce
  • Database:
    • PostgreSQL
  • API:
    • Access to a custom API for usage data (requires an HTTP Request node configuration)
  • Project Management:
    • Jira Software
    • Trello
  • Communication:
    • Slack
    • Gmail
    • Zendesk (optional, if used for customer support tickets related to risk)
  • n8n:
    • An active n8n instance.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials: For each service node (Pipedrive, HubSpot, Salesforce, Postgres, HTTP Request, Jira, Trello, Slack, Gmail, Zendesk), you will need to set up the appropriate credentials.
  3. Customize Data Retrieval:
    • Postgres: Configure the "Postgres" node to query your customer usage data.
    • HTTP Request: Adjust the "HTTP Request" node to call your specific usage data API, including authentication and parameters.
    • CRM Nodes: Configure the "Pipedrive", "HubSpot", and "Salesforce" nodes to fetch relevant customer details.
  4. Define Risk Logic:
    • Modify the "Edit Fields" node to define your specific criteria for calculating "renewalRisk" based on the combined CRM and usage data. This is where you'd implement your business rules for risk assessment.
  5. Configure Conditional Logic:
    • The "Switch" node routes items based on the renewalRisk field. Ensure the conditions match your defined risk levels (e.g., "High", "Medium", "Low").
  6. Customize Actions:
    • Jira/Trello: Configure the "Jira Software" and "Trello" nodes to create tasks with appropriate details for high and medium-risk customers.
    • Slack/Gmail/Zendesk: Configure the "Slack", "Gmail", and "Zendesk" nodes to send notifications or create tickets with relevant information.
    • CRM Updates: Ensure the CRM nodes are configured to update customer records with the calculated renewalRisk or other relevant status changes.
  7. Set Schedule: Configure the "Schedule Trigger" node to run the workflow at your desired frequency (e.g., daily, weekly).
  8. Activate the Workflow: Once configured, activate the workflow to begin automating your renewal risk management.

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