Send Adyen payment links when a HubSpot deal is Ready to Invoice

Trigger: a HubSpot webhook that fires when a deal's stage property (dealstage) changes. The webhook payload gives us the deal ID and the new stage.

The workflow should run as an agent that quietly handles the whole payment-link handoff so a sales rep never has to build a link by hand.

Step 1. Gate on stage. Only proceed if the new stage is in a configured set that means "ready to charge" (defaults: Send Payment, Ready to Invoice). Otherwise stop silently.

Step 2. Load the deal. Call HubSpot Get Deal (operation 3314ca84-0991-487d-ab84-ae728fa05aff) for the deal ID from the webhook. Fetch at minimum: dealname, amount, deal_currency_code, dealstage, and any custom payment_link_url property the org uses. Include associations so we get the primary contact ID. If Get Deal cannot resolve associations directly, fall back to HubSpot Search Deals (operation 1699c943-c219-41e3-99f4-560a70eb2d66) to fetch the same data with associations included.

Step 3. Skip conditions (all silent no-ops, no email, no note):

a) Amount below a configurable minimum (default 50 in the deal's currency). b) A payment_link_url property is already populated on the deal, OR a prior note on the deal already contains an Adyen payment link. If a prior link exists, optionally verify it is still active with Adyen Get Payment Link (operation 1d98037b-3c78-4b93-a6d7-d0547def36d6) before deciding to no-op; if that link is expired, allow generating a new one. c) The deal has no primary contact with an email address.

Step 4. Load the primary contact. Call HubSpot Get Contact (operation fbcb9ff5-910e-47ac-bc08-51023960f996) for the associated contact to retrieve email, firstname, and lastname.

Step 5. Create the payment link. Call Adyen Create Payment Link (operation d3cf2e86-112e-4f9e-8c80-168cf76af80b) with:

amount.value = deal amount converted to Adyen minor units (multiply by 100 for USD/EUR/GBP; use the correct exponent for zero-decimal or three-decimal currencies)

amount.currency = deal_currency_code from HubSpot

reference = the HubSpot deal ID exactly (this is the reconciliation key, do not prefix or mutate it)

merchantAccount = the configured Adyen merchant account for this org

shopperEmail = the primary contact's email

description = the deal name

Step 6. Write the link back to HubSpot. Call HubSpot Create Note (operation eebca9bb-fa33-4c6c-b10e-a57f3045619a) with the returned payment URL and the deal name, associated to the deal ID. If the org has a payment_link_url custom deal property, also call HubSpot Update Deal (operation 46465aa3-faa3-4666-86f9-b5cb7a31b62f) to set that property so the link is visible on the deal record itself.

Step 7. Draft and send the customer email. Compose a short, personalised message to the primary contact that greets them by first name, references the deal by name, states the amount and currency in human-readable form (e.g. EUR 1,250.00, not 125000 minor units), includes the payment link on its own line, and closes with a brief thank-you. Keep it concise, plain-text-friendly, and no marketing filler. Send it via Gmail Send a Message (operation 78d2e3de-d8b8-4dbd-89d8-08010564b919) from the connected Gmail account.

Nuances the agent must respect: use the deal ID as Adyen's reference so payments can be reconciled later; format the customer-visible amount using the deal's currency, not minor units; never generate a second link when a live one exists; never send the email if link creation fails; and never edit or delete existing notes.

Configurable knobs the author should surface: the list of qualifying deal stage names, the minimum-amount threshold, whether to update a payment_link_url custom property in addition to writing a note, and the email tone/signature block.