Gmail and HubSpot integration

This n8n template drafts customer-ready email replies using Google Gemini, enriched with HubSpot context (contact, deals, companies, tickets). Each draft is routed to Slack for one-click approval before it’s sent from Gmail—so you move fast without losing control. Ideal for support and sales teams that want speedy, personalized responses while keeping humans in the loop. How it works Gmail Trigger** watches for new inbound emails. Sender filter** excludes internal domains (e.g., n8n.io) to avoid auto-replying to teammates. HubSpot contact lookup* finds the sender and fetches associated deals/companies/tickets* via association + batch read. CRM context is normalized** into clean, LLM-friendly fields (no IDs or sensitive noise). Gemini (Google AI Studio)** generates a concise, friendly reply using: Sender name, subject, and message snippet Safe, relevant HubSpot context (e.g., top 1–2 deals or an open ticket) Style constraints (≤ \~150 words, single CTA, optional clarifying question) Slack approval* posts the draft to a channel; if approved, n8n *replies via Gmail in the original thread. How to use Gmail: Connect the same account for the trigger and reply nodes. HubSpot: Connect OAuth on the search + HTTP request nodes. Gemini: Add your Google AI Studio API key to the Google Gemini Chat Model node. Slack: Connect and select the channel for draft approvals. (Optional) Filter: Adjust the Allowed Sender filter before going live. (Optional) Prompt: Edit “Draft Reply (AI Agent)” tone/length or how much CRM detail to include. Activate the workflow. New emails will produce Slack-approved replies automatically. Requirements Gmail** (trigger + send) HubSpot** (OAuth2) for contact + associations Slack** for approval step Google Gemini** (Google AI Studio API key) Notes & customization Safety rails:** The prompt avoids exposing IDs/raw JSON and caps CRM details to what’s useful. Auto-send mode:** Skip Slack if you want fully automated replies for specific senders/labels. Richer context:** Extend the batch read to pull more properties (e.g., next step, renewal date). Triage:** Branch on subject/labels to route billing vs. technical requests to different prompts. QA queue:* If the model asks a clarifying question, keep it to one*—the node enforces that.

What problem does this workflow solve? Capture leads from your website, enrich them via Apollo, store them in HubSpot, send a personalized thank-you email, and notify your team—all automatically. What does this workflow do? Capture leads from website forms automatically. Send a personalized thank-you email to each new lead. Enrich lead data using Apollo for deeper insights. Create or update a contact/lead in HubSpot CRM. Notify the internal team via email about the new lead. Setup Gmail Setup Create Gmail Credentials by creating a project in Google Cloud Console. Hubspot Setup Create Hubspot Credentials with App Token. How it Works: This workflow automates your lead capture, enrichment, and follow-up process to ensure no opportunity is missed. Here's how it works: Website Form Submission A visitor submits a lead form on your website. Lead details like name, email, company, and message are captured instantly. Personalized Thank-You Email A customized thank-you email is automatically sent to the lead, building trust and confirming receipt of their inquiry. Apollo Lead Enrichment The captured data is enriched using Apollo to fetch additional information like job title, LinkedIn profile, and other details. This helps you better understand and qualify your leads. Create Lead in HubSpot The enriched lead information is pushed into HubSpot as a new contact or lead. Duplicate checks ensure that there are no repeat entries. Internal Notification An email notification with enriched lead details is sent to your team. Your team can follow up immediately with a complete profile. Who can use it? This workflow can be used by any website owner with a "Get In Touch" or "Contact Us" button.

Who is this for? This template is ideal for HR teams, startup founders, operations leads, remote-first companies, and freelancers managing onboarding manually or across multiple tools. Whether you’re hiring your first intern or streamlining onboarding for dozens of new team members, this workflow automates the entire trigger → task creation → onboarding delivery process using no-code tools connected via n8n. What problem does this solve? Employee onboarding is often fragmented and error-prone — involving Jira tasks, Slack DMs, file sharing, and email templates spread across different apps. This workflow connects it all, letting you create tasks, notify people, share folders, and message hires instantly — right when they’re marked as “Hired” in a Google Sheet or added to Slack. No more bouncing between 5 tabs. This is onboarding as a system. What this workflow does ✅ Watches a Google Sheet (or Slack trigger) for new hires 📋 Creates a Jira onboarding Epic with role-based subtasks 📂 Generates a Google Drive folder and shares it with the new hire 📬 Sends a personalized, HTML-formatted welcome email via Gmail 💬 Posts a Slack message in the #onboarding channel + DM to the hire 📊 Logs onboarding activity back to the Sheet (status, links, etc.) 🔁 Modular subtasks based on role/team (e.g. Dev vs Marketing vs Student) 🧠 Expressions, fallback logic, and Slack→Jira user ID mapping built-in Setup Create API credentials for: Slack Google Sheets Google Drive Jira Cloud Gmail (API or SMTP) Import the .json workflow into your n8n instance (Cloud or self-hosted) Replace placeholder values (e.g. Project ID, Issue Type ID, folder path) Customize onboarding messages, email HTML, and task logic Test with included mock data (sample hire, Slack user, Jira user) Activate your flow and start onboarding with one click 🗒 Color-coded workflow notes This workflow uses Innovatio’s sticky note system to guide you visually: 🟩 Green Notes → Main automation steps 🟦 Blue Notes → What to customize (IDs, prompts, expressions) 🟨 Yellow Notes → Optional logic and future upgrades 🟫 Gray Notes → Welcome + final “next steps” CTA Every group includes pre-filled nodes, dynamic expressions, and mock outputs so you can test quickly and scale confidently. How to customize this workflow? 📂 Swap Google Sheets for Airtable (better for teams or approvals) 📅 Add 30/60/90-day check-ins via Google Calendar 🤖 Plug in OpenAI to generate onboarding subtasks by role 📬 Auto-assign mentors or SlackBot reminders after 7 days 📊 Push Sheet logs into Notion or your HR dashboard Need custom logic? Email me at [email protected] Final notes This template was created by Velebit from Innovatio with modularity, scalability, and team experience in mind. All links included are official. No affiliate tracking, no sponsored content. 📜 A separate commercial license applies to the purchase via Gumroad, which includes extended rights, usage for client work, and scaling strategies.

Who's it for This template is for Customer Success and Sales teams who use HubSpot. It automates the critical handoff from sales to success, ensuring every new customer gets a fast, personalized welcome. It's perfect for anyone looking to standardize their onboarding process, save time on manual tasks, and improve the new customer experience using AI. What it does This workflow triggers when a deal's "Is closed won" property is set to True in HubSpot. It assigns a Customer Success Manager (CSM) by querying an n8n Data Table to find the 'least busy' CSM (based on a deal count) and fetches the deal's details to find all associated contacts. It then loops to identify the "Champion" contact by checking their "Buying Role" (hs_buying_role). An AI agent (in the AI: Write Welcome Email node) generates a personalized welcome email, which is converted to HTML and sent via Gmail. Finally, the workflow updates the Champion's contact record in HubSpot and updates the CSM's deal count in the Data Table to keep the logic in sync. How to set up Create and Populate Data Table: This template requires an n8n Data Table to manage CSM assignments. Create a Data Table named csm_assignments. Add two columns: csm_id (String) and deal_count (Number). Add one row for each CSM with their HubSpot Owner ID and a starting deal_count of 0. Link Data Table Nodes: Open the Get CSM List and Increment CSM Deal Count nodes and select the csm_assignments table you just created from the Table dropdown. Configure Variables: In the Configure Template Variables node, you must set your sender info (company_name, sender_name, and sender_email). Customize AI Prompt: In the AI: Write Welcome Email node, update the placeholder [Link to Your Video] and [Link to Your Help Doc] links with your own URLs. Check HubSpot Property: This workflow assumes you use the "Buying Role" (hs_buying_role) contact property to identify your "Champion". If you use a different property, you must update the HubSpot: Get Contact Details and If Role is 'Champion' nodes. Requirements Access to n8n Data Tables. HubSpot (Developer API):** A credential for the Trigger: Deal Is 'Closed Won' node. HubSpot (OAuth2):** A credential for all other HubSpot nodes (Get Deal Details, Get Contact Details, Assign Contact Owner). AI Credentials:** (e.g., OpenAI) Credentials for the AI Model node (the node connected to AI: Write Welcome Email). Email Credentials:** (e.g., Gmail) Credentials for the Gmail: Send Welcome Email node. How to customize the workflow You can easily customize this workflow to send different emails based on deal properties. Add an If node after the HubSpot: Get Deal Details node to check for the deal's value, product line, or region. Based on these properties, you can route the flow to different AI: Write Welcome Email nodes with unique prompts. For example, you could check the contact's 'industry' or 'company size' to send them links to different, more relevant 'Getting Started' videos and documentation.

This n8n template turns a small, targeted HubSpot list into tailored outreach. It scans each contact’s recent Gmail conversations, builds a lightweight persona with AI (tone, goals, pain points, decision style), then drafts a concise sales email aligned to your offer—saved to Gmail as a reviewable draft. Perfect for SDRs and founders who want personalization at scale without writing from scratch. This template was originally created by Jim Le. How it works Manual trigger** starts a controlled run. HubSpot search** pulls a focused list of contacts (e.g., hs_buying_role = DECISION_MAKER). Batch loop** processes contacts one by one. Gmail fetch** grabs up to 20 recent threads from each contact. AI persona extraction** (Information Extractor + Gemini) analyzes messages to capture: decision-making style, communication preferences, goals/motivations pain points, work style, personality traits, buying behavior, values, market awareness Variables node* sets core fields (first name, last name, email) and the offer* you want to pitch. AI email generation* (Gemini) mirrors the contact’s tone and priorities; outputs subject + HTML body*. Gmail draft** is created for the contact so a rep can skim, tweak, and send. How to use Connect HubSpot on the “Get Contacts” node and refine the filter to your segment. Connect Gmail on both read and draft nodes (same account recommended). Add Gemini key to both Gemini nodes. In Variables, update product_to_sell with your offer and confirm the contact field mappings. (Optional) Tweak the persona attributes or the email prompt for tone/length/CTA. Click Test workflow. Review drafts in Gmail, edit if needed, then send. Requirements HubSpot** (OAuth2) for contact targeting Gmail** (read + draft) Google Gemini** (API key) for persona + copy generation Notes & customization Tighter targeting:** Change the HubSpot filter (e.g., industry, territory, lifecycle stage) to keep the list small and measurable. Richer inputs:** Increase Gmail limit or include received/sent filters to capture more context (mind rate limits). Brand voice:** Add a short style guide to the email generator’s system prompt (e.g., sentence length, jargon rules, sign-off). Offer variants:** Replace product_to_sell per segment, or branch by industry to load different value props. Compliance & privacy:** Limit stored outputs to essentials; avoid copying sensitive content from threads verbatim. Auto-send option:** Swap the draft step for “send email” if you want hands-off delivery for known segments.

This n8n template uses existing emails from customers as context to customise and "finetune" outreach emails to them using AI. By now, it should be common knowledge that we can leverage AI to generate unique emails but in a way, they can remain generic as the AI lacks the customer context to be truly personalised. One way to solve this is by pulling in a source of customer data - and what better way then by using existing email correspondence. How it works Customers to target are pulled from Hubspot and each customer is then run in a loop. We're using a loop as the retrieved emails for each customer become separate items and a loop helps with item reference. We connect to our Gmail account to pull all emails recieved from the customer. The contents of the email will be suitable to build a short persona of the customer. We use the Information Extractor to get our AI model to pull out the key attributes of this persona such as decision making style and communication preferences. With this persona, we can now pass this to our AI model to generate a personalised outreach email specifically for our customer. Finally, a draft email is created for human review before sending. If you would rather send the email straight away, this is also possible. How to use Define the topic of the outreach email in the "variables" node. This directs the AI on what outreach email to generate. Ensure the emails are pulled from the right account. If emails may contain sensitive data, adjust the filters and text parsing to ensure these are not leaked to the AI (which might then leak into the generated email). Requirements Hubspot for Contacts List OpenAI for LLM Gmail for Existing Emails and Sending Emails Customising this workflow Not using Hubspot? Any CRM would work just as well or even a simple text csv! If you have customer past deals or engagements in your CRM, consider using this as additional context for the AI to use.

🎯 Project Purpose This project automates the process of collecting and managing new leads submitted through a web form. It eliminates the need for manual data entry and ensures that each lead is: Properly recorded and time-stamped in a structured format Automatically communicated to the sales or support team Ready for follow-up, with a reminder system in place It’s a lightweight but effective solution suitable for freelancers, small teams, and growing businesses that want to streamline their lead intake process. 🛠️ Tools & Technologies Used Google Forms / Web Form** – Frontend for capturing leads Google Sheets** – Central database for storing lead information n8n** – Automation platform that connects and coordinates all services Gmail** – Handles email notifications for new leads Slack* *(optional) – Provides instant team notifications Date & Time nodes** – Tracks and manages lead response timing Conditional (IF) nodes** – Filters out duplicate and incomplete entries 🔄 Workflow Overview ✨ Key Features ✅ No-code integration using n8n ✅ Instant alerts via Gmail and/or Slack ✅ Google Sheets as an easily accessible backend ✅ Modular design — easy to expand with CRM tools (like HubSpot) ✅ Clean JSON structure and logic, beginner-friendly 📈 Possible Improvements Add email validation via external API (e.g., NeverBounce, Hunter) Integrate with a CRM for deeper automation Add lead scoring based on answers Include automatic follow-up emails after X days Schedule weekly summary reports via email 🧑🏻‍💻 Creator Information Developed by: Adem Tasin Adem T. 🌐 Website: Dataplusminus+- 📧 Email:[email protected] 💼 LinkedIn: Adem Tasin

This template enables fully automated lead enrichment using Surfe’s bulk API. Simply drop a Google Spreadsheet into your Google Drive, and n8n will handle everything — from reading the leads, enriching them in batches, filtering valid data, and pushing results to HubSpot. ❓ What Problem Does This Solve? Manually enriching contact lists is tedious, error-prone, and doesn’t scale. Whether you’re importing leads from events, marketing forms, or partners, this workflow ensures each record is enriched and synced to your CRM — hands-free. 🧰 Prerequisites To use this template, you’ll need: A self-hosted or cloud instance of n8n A Surfe API Key A Google Drive and Sheets account (with OAuth or service account) A HubSpot account with access to create/update contacts (via OAuth or Private App Token) The workflow JSON file (included with this tutorial) 📌 Input File Format To run the automation, you must upload a Google Spreadsheet to a specific folder in your Drive. The spreadsheet must contain the following columns: first name (required) last name (required) Either company name or company domain (at least one is required) linkedin url (optional) 🛑 Important: Any row missing first name, last name, and both company name and company domain will be ignored automatically by the workflow. Each row represents a person to enrich. We recommend including the linkedin url if available, but it's not mandatory. ⚙️ Setup Instructions 4.1 🔐 Create Your Credentials in n8n 4.1.1 📁 Google Drive To connect Google Drive and Google Sheets in your workflow, you need to authorize n8n via Google OAuth 2.0 using a Client ID and Client Secret from the Google Cloud Console. 📋 Step 1: Create a Google Cloud Project Visit Google Cloud Console Create a new project or select an existing one Navigate to APIs & Services → OAuth consent screen ⚙️ Step 2: Configure the OAuth Consent Screen Enter the following: App name (e.g. n8n Integration) User support email Choose Audience Type: Internal if you’re using a Google Workspace account External if using a personal Gmail account Under Contact information email address Click Save and Continue 🔑 Step 3: Create OAuth Client Credentials Go to APIs & Services → Credentials Click + Create Credentials → OAuth Client ID Select Web application as the application type Name it (e.g. n8n Google Drive Access) In Authorized redirect URIs, paste this: https://oauth.n8n.cloud/oauth2/callback (Or your self-hosted n8n redirect URI) Click Create Copy the Client ID and Client Secret ✅ Step 4: Finish Setup in n8n In n8n, go to Credentials → Create New → Google Drive / Google Sheets Choose OAuth2 Paste your: Client ID Client Secret Redirect URL (should match Google Console) Click Sign in with Google Authorize access and save the credential ✅ Your Google Drive is now ready to use in workflows. 4.1.2 📊 Google Sheets OAuth2 API Go to n8n → Credentials Create new credentials: Type: Google Sheets OAuth2 API Here a pop-up will open where you can login to your Google account from where you will read the Google Sheets When it’s done you should see this on n8n 4.1.3 📧 Gmail OAuth2 API Go to n8n → Credentials Create new credentials: Type: Gmail OAuth2 API A pop-up window will appear where you can log in with your Google account that is linked to Gmail Make sure you grant email send permissions when prompted 4.1.4 🚀 Surfe API In your Surfe dashboard → Use Surfe Api → copy your API key Go to n8n → Credentials → Create Credential Choose Credential Type: Bearer Auth Name it something like SURFE API Key Paste your API key into the Bearer Token Save 4.1.5 🎯 HubSpot 🔓 Private App Token Go to HubSpot → Settings → Integrations → Private Apps Create an app with scopes: crm.objects.contacts.read crm.objects.contacts.write crm.schemas.contacts.read Save the App token Go to n8n → Credentials → Create Credential → HubSpot App Token Paste your App Token ✅ You are now all set for the credentials 4.2 📥 Import and Configure the N8N Workflow Import the provided JSON workflow into N8N Create a New Blank Workflow click the … on the top left Import from File 4.2.1 🔗 Link Nodes to Your Credentials In the workflow, link your newly created credentials to each node of this list : Google Drive Node -> Credentials to connect with → Google Drive Account Google Sheets -> Credentials to connect with → Google Sheets Account Gmail Node Credentials to connect with → Gmail account Hubspot Node →Credentials to connect with → Gmail account Surfe HTTP nodes: Authentication → Generic Credential Type Generic Auth Type → Bearer Auth Bearer Auth → Select the credentials you created before Surfe HTTP nodes Surfe HTTP nodes HubSpot node → Credentials to connect with → select your HubSpot credentials in the list 4.2.2 🔧 Additional Setup for the Google Drive Trigger Node 🔄 How This N8N Workflow Works A new Google Sheet containing a linkedin_url column is added to a specific folder in Google Drive n8n detects the new file automatically via the Google Drive Trigger All rows are read and batched in groups of 500 to comply with Surfe’s API limits Each batch is sent to Surfe’s Bulk Enrichment API n8n polls Surfe until the enrichment job is complete It extracts the enriched contact data from Surfe’s response Only contacts with both email and phone number are kept These validated leads are pushed to HubSpot Finally, a Gmail notification is sent to confirm the job is complete 🧩 Use Cases Post-event contact enrichment** – After a trade show, upload a list of LinkedIn profile URLs from badge scans or lead capture forms Outbound LinkedIn campaign follow-ups** – Gather LinkedIn URLs from manual outreach and enrich them into usable CRM leads CRM data enhancement** – Use LinkedIn URLs to fill in missing contact info for existing or imported contacts List building from LinkedIn exports** – Upload a list of LinkedIn profiles (e.g. from Sales Navigator) and turn them into fully enriched contacts in HubSpot 🛠 Customization Ideas 🔁 Add retry logic for failed Surfe enrichment jobs 📤 Log enriched contacts into a Google Sheet or Airtable 🔍 Add pre-check logic to avoid creating duplicates in HubSpot 📊 Extend the flow to generate a basic summary report of enriched vs rejected contacts ✅ Summary This workflow turns a basic Google Sheet of LinkedIn URLs into fully enriched, CRM-ready contacts — automatically synced with HubSpot. Just upload your file. Let Surfe do the rest.

This n8n workflow streamlines the onboarding process for new customers by automating personalized email communication, calendar scheduling, and contact assignment in HubSpot. It is perfect for businesses looking to ensure a smooth and personalized onboarding experience for new clients. 🧑‍💼 Who is this for? Customer success teams who need to onboard new clients efficiently. Sales teams who want to ensure smooth transitions from prospect to customer. Small businesses that want to automate customer onboarding without complex systems. 🧩 What problem is this workflow solving? This workflow reduces the manual effort involved in onboarding new customers by: Automatically sending personalized welcome emails. Scheduling a welcome meeting using a calendar tool. Assigning the customer to a Customer Success Manager (CSM) in HubSpot. ⚙️ What this workflow does Trigger via Webhook or HubSpot: The workflow can be triggered either by a webhook (direct API call) or a HubSpot trigger (e.g., when a new contact is created). HubSpot Connection: Retrieves the list of HubSpot owners (users with contact access). Identifies the owner of the new contact. Calendar Management: Utilizes a Calendar Agent to schedule a welcome meeting with the new customer. The Calendar Agent can create, update, or delete events as needed. Personalized Email Creation: Uses an AI-powered Email Writer (OpenAI) to generate a personalized welcome email. Transforms the email text into HTML for a polished format. Email Sending via Gmail: Sends the personalized email to the customer using Gmail. Sets the new contact’s owner in HubSpot for further communication tracking. 🛠️ Setup Webhook Setup in n8n: Create a new workflow and add a Webhook node. Set the Webhook URL path (e.g., /webhook-customer-onboarding). Make sure the workflow is active. Webhook Setup in HubSpot: Go to HubSpot Developer Account. Navigate to Settings > Integrations > Webhooks. Create a new webhook and set the URL as the n8n Webhook URL. Choose POST as the request method. Test the webhook to ensure it triggers the workflow in n8n. Calendar Agent Configuration: The Calendar Agent can be configured to create, update, or delete events. Connect it to your calendar tool (Google Calendar, Outlook, etc.). Customize the calendar event details (title, description, time). Email Writer Setup: Customize the AI prompt in the Email Writer node to match your brand’s voice. Adjust the email text format for your specific needs. Gmail Integration: Connect your Gmail account in n8n. Set the recipient email to the new customer’s email address. ✏️ How to customize this workflow to your needs Modify the AI-Powered Email**: Adjust the email prompt for the AI model to create a different welcome message. Change the email format or add custom variables (e.g., customer name, service details). Customize Calendar Settings**: Set default time slots for welcome meetings. Specify which calendar to use for scheduling. Add Additional Steps**: Extend the workflow to automatically assign the customer to a specific HubSpot list. Add a follow-up email or survey after the welcome meeting. This workflow is perfect for businesses seeking an efficient and personalized onboarding process, ensuring new customers feel welcomed and supported from day one.

Who is this for? This template is perfect for Gumroad creators, solopreneurs, digital product sellers, and freelancers who want to track and thank customers automatically — without spending time on manual work. What problem does this solve? Every sale is a moment to build trust. But manually checking your inbox for new orders, logging clients, and remembering to send a thank-you note? It’s time-consuming and inconsistent. This workflow handles it all: From sale → to sheet → to ping → to personalized “thank you” — all fully automated. What this workflow does: ✅ Triggers on each new sale on Gumroad 📋 Extracts buyer details, amount paid, and product purchased 📈 Logs the sale to a Google Sheet for tracking 📲 Sends a Telegram approval message to notify you 💌 (Optional) Sends a Gmail thank-you email to the buyer 🔁 Keeps your workflow organized with color-coded notes and sample data ⚙️ Setup Instructions: Create Gumroad API and connect the trigger node Authenticate with Google Sheets to store each client Connect your Telegram bot for real-time alerts (Optional) Setup Gmail API for sending thank-you emails Customize the email copy & sheet headers (e.g. % cut, timestamps) 🗒 Color-coded workflow notes: To make customization smooth, the workflow includes a color-coded sticky note system: 🟩 Green Notes – Main building blocks (trigger, logging, ping, email) 🟦 Blue Notes – Setup guidance and editable fields (e.g. your email or brand name) 🟨 Yellow Notes – Optional upgrades (e.g. swap Gmail, use AI email generator, change to WhatsApp) Each step has comments or hints to make your setup easy — whether you're new to n8n or a seasoned automator. 🔧 How to customize this workflow? 🎯 Swap Gmail with Outlook, SMTP, or Mailgun 🤖 Use AI (e.g. OpenAI or Claude) to draft personalized emails dynamically 📞 Replace Telegram with WhatsApp, Discord, or Slack 🗃️ Log to Airtable or Notion instead of Google Sheets 🧠 Add approval logic or advanced tagging in Gmail 🧾 Licensing & Support This template is built by Velebit from Innovatio. External links (Gumroad store or support email) are included in the notes for optional help and upgrades. A separate license applies to the paid version on Gumroad, which includes additional modules and commercial use rights. 📩 Support & customization: [email protected]

How it works This workflow monitors user usage via a webhook and automatically triggers an upsell process when limits are exceeded. It formats incoming data, generates a personalized email using AI, and sends it to the user. The workflow then logs the activity in HubSpot and notifies the team via Slack. This ensures timely engagement and improves upgrade conversion rates without manual intervention. Step-by-step Trigger & prepare data** Webhook – Receives real-time user usage data from your app. Edit Fields – Extracts and formats key fields like email, plan, and usage. Generate and send AI email** AI Agent – Creates a personalized upsell message based on usage data. Groq Chat Model – Sub-node that powers AI text generation. Send a message (Gmail) – Sends the generated email to the user. Update CRM with activity** Search contacts (HubSpot) – Finds the user in HubSpot using email. HTTP Request – Logs an upsell note/activity in the contact record. Notify team for follow-up** Send a message (Slack) – Alerts the team with user and usage details. Why use this? Automates upsell outreach at the perfect moment of high intent Reduces manual monitoring of user usage and limits Ensures CRM is always updated with customer activity Improves team visibility with real-time Slack notifications Increases upgrade conversions with personalized AI messaging

How it works This workflow automatically generates and sends personalized sales proposals when a new row is added to Google Sheets. It uses AI to create proposal content, updates contact details in HubSpot, and generates a formatted document. The document is converted into a PDF and emailed to the client. This eliminates manual proposal writing and ensures fast, consistent delivery. Step-by-step Capture lead and generate AI content** Google Sheets Trigger – Detects new form submissions in your sheet. Loop Over Items – Processes each new entry individually. Message a model – Uses Gemini AI to generate the proposal content. Code in JavaScript – Cleans and splits AI output into structured fields. Create contact and generate document** Create or update a contact – Stores or updates client data in HubSpot. Copy file – Duplicates a proposal template from Google Drive. Update a document – Replaces placeholders with real client and AI data. Download file – Converts the final document into a PDF file. Send proposal to client** Send a message – Emails the generated PDF proposal to the client. Why use this? Automatically generates professional proposals without manual writing Ensures consistent formatting using templates and placeholders Saves time by combining CRM, AI, and document creation Improves response speed for leads and increases conversion chances Scales easily for handling multiple client requests simultaneously

How it works This workflow triggers when a HubSpot deal stage changes to Closed Won and automatically generates an invoice. It collects deal and contact data, builds a styled invoice, converts it into a PDF, and sends it to the client. The system logs all invoices and alerts the team, then monitors payment status with automated reminders. If payment is delayed, it escalates the issue and handles errors separately. Step-by-step Trigger and data collection** HubSpot - Deal Trigger – Starts workflow on deal stage change. IF - Is Deal Closed Won? – Filters only Closed Won deals. HTTP - Get Deal Details – Fetches deal information. HTTP - Get Deal Associations – Retrieves linked contacts. Code - Extract Contact ID – Extracts and formats data. HTTP - Get Contact Details – Gets customer details. Invoice generation** Code - Build Invoice + HTML – Creates invoice data and HTML layout. Send and store invoice** HTTP - Generate PDF – Converts HTML into PDF. Google Sheets - Log Invoice – Stores invoice records. Notion - Create Invoice Record – Tracks invoice internally. Gmail - Send Invoice Email – Sends invoice to client. Slack - Invoice Sent Alert – Notifies team. Payment tracking and follow-up** Wait - 7 Day Payment Window – Waits before checking payment. HTTP - Recheck Deal Stage – Checks payment status. IF - Payment Received? – Branches based on payment. Gmail - Follow-up Email #1 – Sends reminder if unpaid. Wait - 5 More Days – Adds extra delay. HTTP - Final Payment Check – Verifies final status. Slack - Payment Confirmed – Confirms successful payment. Escalation handling** IF - Still Unpaid? (Escalate) – Detects overdue invoices. Slack - Escalation Alert – Alerts team for action. Notion - Flag as Overdue – Updates record status. Slack - Late Payment Confirmed – Handles delayed payments. Error handling (separate flow)** Error Trigger – Captures workflow failures. Slack - Workflow Error Alert – Sends error notification. Why use this? Fully automates invoicing from deal closure to payment tracking Reduces manual billing work and human errors Improves payment collection with automated reminders Provides clear visibility with logs and team alerts Ensures reliability with built-in error monitoring

Overview This workflow helps sales teams automatically monitor deal health and detect risks early. It pulls deal data from your CRM and combines it with recent email activity. Using AI, it analyzes engagement, identifies objections, and assigns a risk score. High-risk deals are flagged and alerts are sent so your team can take action quickly. How It Works Scheduled Trigger The workflow runs daily to monitor active deals. Configuration Defines key settings like deal stages, email lookback period, and risk threshold. Data Collection Fetches deals from your CRM Retrieves recent email conversations Context Combination Merges deal data and email activity into a single dataset for analysis. AI Analysis AI reviews the combined data to: Identify objections Suggest next steps Detect risk signals Assign a risk score (0–100) CRM Update The workflow updates each deal with: Objections Next steps Risk score Risk summary Risk Evaluation Compares the risk score against a defined threshold. Alerting If the deal is high-risk, a Slack alert is sent to notify the sales team. Setup Instructions Connect HubSpot credentials (for deals) Connect Gmail credentials (for email data) Connect OpenAI credentials (for analysis) Connect Slack credentials (for alerts) Configure the Workflow Configuration node: Set deal stage filters Define email lookback days Set risk score threshold Ensure CRM fields exist for: objections next_steps risk_score risk_summary Test with sample deals Activate the workflow Use Cases Identifying deals at risk before they are lost Tracking customer objections automatically Improving sales follow-up with clear next steps Monitoring engagement across deals Alerting managers about critical deals in real time Requirements HubSpot account (or replace with your CRM) Gmail account (for email data) OpenAI API access Slack workspace (for alerts) n8n instance with proper credentials configured Notes You can adjust the risk threshold based on your sales process. AI prompts can be customized to match your sales methodology. This workflow can be extended to include CRM filters for specific pipelines or teams.

How it works This workflow runs on a schedule to monitor HubSpot deals with upcoming contract expiry dates. It filters deals that are 30, 60, or 90 days away from expiration and processes each one individually. Based on the remaining days, it sends personalized email reminders to contacts via Gmail. It also notifies account managers in Slack and creates follow-up tasks in ClickUp for tracking. Step-by-step Schedule and filter expiring deals** Schedule Trigger – Runs the workflow at defined intervals. Get all deals – Fetches deals and contract expiry data from HubSpot. Filter Deals – Calculates days left and keeps only 30, 60, or 90-day expiries. Process deals and fetch contacts** Loop Over Deals – Iterates through each filtered deal. Fetch Associated Contact With Deal – Retrieves linked contact IDs via API. Get Contact Details – Pulls contact email and basic info from HubSpot. Route and send reminder emails** Switch – Routes deals based on days left (30, 60, 90). 30 day mail – Sends urgent renewal reminder via Gmail. 60 day mail – Sends friendly renewal notification email. 90 day mail – Sends early awareness email. Merge – Combines all email paths into a single output. Notify team and create follow-ups** Nofity Account Manager – Sends Slack alert with deal and contact details. Create Follow-up Task – Creates a ClickUp task for renewal tracking. Why use this? Prevent missed renewals with automated tracking and alerts Improve customer retention through timely communication Reduce manual CRM monitoring and follow-ups Keep teams aligned with Slack notifications and task creation Scale contract management without increasing workload

How it works This workflow runs on a schedule and retrieves newly created HubSpot contacts from the past 24 hours. It processes each contact individually and generates a tailored marketing campaign using an AI model. The generated content is formatted into a clean HTML structure. Finally, a personalized email is sent to each contact with their campaign strategy. Step-by-step Trigger and fetch contacts** Schedule Trigger – Starts the workflow at defined intervals. Search contacts – Retrieves contacts created in the last 24 hours from HubSpot. Process and generate campaign** Loop Over Contacts – Splits contacts into individual items for processing. AI Agent – Generates a personalized marketing campaign strategy. Groq Chat Model – Sub-node providing the AI model for content generation. Format AI's output – Converts AI text into HTML-friendly format. Send a message – Sends the personalized email to each contact. Why use this? Automates personalized outreach for every new lead Delivers instant value with AI-generated campaign strategies Reduces manual marketing effort and response time Improves engagement through highly tailored messaging Easily scalable and customizable for different business needs

How it works: Get multi social platform data for SaaS clients with their email and send personalized comms to onboard them as organic creators, partners and ambassadors. Step by step workflow to enrich customer emails with multi social (Instagram, Tiktok, Youtube, Twitter, Onlyfans, Twitch and more) profiles, analytics and metrics using the influencers.club API and sending tailored outreach to activate them as creators. Set up: Hubspot (can be swapped for any CRM like Salesforce, Attio or DB) Influencers.club Gmail Sendgrid (can be swapped for any programmatic email sender like Mailgun)

Talent Sovereign: AI-Powered Resume Screener & Recruitment Hub 🎯 Description This is an elite enterprise-grade solution for Talent Acquisition and HR Ops teams. It automates the high-volume task of resume screening by transforming unstructured PDF applications into structured candidate profiles. Leveraging an advanced PDF-to-JSON parsing engine and a multi-factor scoring algorithm, it ensures only the highest-quality candidates reach your CRM while maintaining a professional feedback loop for all applicants. ✨ The Sovereign Lifecycle Intelligent Intake & Validation - Monitors Gmail for new submissions. A pre-validation layer ensures only healthy PDF binaries under 10MB enter the stream, filtering out noise and irrelevant attachments. Atomic Data Extraction - Utilizes the HTML to PDF (Parse PDF to JSON) node to decompose resumes into structured text data. Advanced AI Resume Parser - A sophisticated Code Node acts as a virtual Recruiter. It extracts contact info, LinkedIn URLs, and maps 45+ specific skills across 7 categories (Programming, Cloud, Data, etc.). It even calculates "Total Years of Experience" by analyzing date ranges within the text. Multi-Factor Scoring & Tiering - Candidates are automatically ranked on a 100-point scale: A+ Tier (90+): Exceptional talent; priority alerts. Qualified (70+): Standard qualified candidates. Below Threshold: Automatically prepared for the rejection track. Smart Routing Matrix - Green Track: Qualified leads are created in HubSpot CRM, archived in a "Qualified" Google Drive folder, and announced via Slack. Red Track: Unqualified candidates receive a personalized Gmail rejection including constructive feedback on skills they could improve. Closed-Loop Analytics - Logs every data point to PostgreSQL, calculating funnel metrics such as skill-match percentages and processing latency for continuous hiring strategy optimization. 💡 Key Technical Features Heuristic Skill Detection:** Uses NLP pattern matching to identify technical competencies even if they are phrased differently. Personalized Rejection Engine:** Automatically suggests specific skill areas (e.g., Cloud or Certifications) for candidates to work on based on what was missing from their resume. Forensic Archival:** Maintains a clean, searchable archive of all applicants in a hierarchical cloud structure. 🚀 Benefits ✅ 90% Faster Screening - Moves from manual reading to high-level candidate oversight instantly. ✅ Professional Employer Brand - Ensures every applicant receives a timely, personalized response. ✅ Data-Driven Hiring - Track exactly which sources and skill sets are performing best in your funnel. Tags: #recruitment #hr-tech #resume-parser #ai #hubspot #automation #pdf-to-json Category: Human Resources | Difficulty: Advanced

What this workflow does Fully production-ready B2B lead outreach pipeline that: Takes industry keywords from a form trigger (or you can manually add rows to Google Sheets) Scrapes targeted LinkedIn leads using Apify (peakydev~leads-scraper-ppe actor) Filters for valid emails Automatically creates company + contact records in HubSpot CRM Generates highly personalized, non-salesy cold emails using GPT (tailored to the company’s industry) Logs every lead to Google Sheets with "Pending" status Waits for human approval or rejection — triggered directly from Google Sheets via two webhooks: Approve (via button/script in sheet) → sends the email via Gmail Reject (via button/script in sheet) → automatically rewrites a softer, more value-focused version with a different angle → updates the same row in the sheet Why this is useful Most outreach automations send emails blindly. This one gives you full control with a human-in-the-loop layer inside Google Sheets + automatic intelligent rewrite on rejection — which greatly improves reply rates, reduces spam complaints, and protects your sender reputation. Ideal if you: Run outbound campaigns at reasonable scale Already live in Google Sheets for lead review Want clean HubSpot CRM records before sending anything Need traceable approval (who approved what, when) Often hear “too salesy” and want the AI to adapt automatically How to use Import the workflow into n8n Connect the required credentials: Apify API token HubSpot App Token (Private App) Gmail OAuth2 Google Sheets OAuth2 OpenAI API key Replace placeholders: Your Google Sheet ID in the “Leads Log” node Your name & signature in the AI prompts Any test email addresses if needed Activate the main Form Trigger (Lead Campaign Setup) to start campaigns Review & act from Google Sheets: Leads appear in your sheet with "Pending" status Use simple buttons or a dropdown + Apps Script (code examples provided in workflow sticky notes) to trigger: Approve → POST to /webhook/approved Reject → POST to /webhook/rejected Required credentials Apify HubSpot (App Token) Gmail OAuth2 Google Sheets OAuth2 OpenAI Once set up, you get a beautiful hybrid system: generate leads automatically → review & decide in familiar Google Sheets → one-click action → n8n handles sending or smart rewriting. Enjoy — and feel free to share your reply rates or any tweaks you make after running a few campaigns! 🪄

How it works This workflow automatically generates an AI-powered revenue forecast whenever a new deal is created in HubSpot. It collects all active deals, standardizes key sales data, and sends it to an AI model for forecasting and risk analysis. The AI produces best, likely, and worst-case revenue scenarios along with actionable insights. Results are shared with stakeholders via Slack and Email and stored in Google Sheets for tracking. Step-by-step Step 1 : Collect & prepare HubSpot deals** HubSpot Trigger – Starts the workflow when a new deal is created in HubSpot. Get many deals – Fetches all active deals from the sales pipeline. Format HubSpot Data – Cleans and standardizes deal fields like amount, stage, probability, and region. Loop Over Items – Iterates through formatted deals to prepare them for AI analysis. Step 2 : Generate & distribute AI forecast** AI Revenue Forecast & Risk Analysis – Sends pipeline data to the AI model to generate revenue forecasts and insights. Groq Chat Model – Powers the AI analysis and produces structured forecasting output. Format AI response – Extracts key metrics, risks, and recommendations from the AI response. Send a message (Gmail) – Emails the revenue forecast report to stakeholders. Send a message (Slack) – Posts the forecast summary to a selected Slack channel. Append row in sheet – Logs forecast data and insights into Google Sheets. Wait – Adds a controlled pause before looping or completing the workflow. Why use this? Get real-time revenue forecasts triggered directly by CRM activity. Reduce manual pipeline analysis and reporting effort. Identify high-risk deals early with AI-driven insights. Keep leadership aligned through automated Slack and Email updates. Maintain a historical forecast log for audits and performance tracking.

Who is this for This workflow is designed for Customer Success Managers and Sales Teams who manage high-volume pipelines in HubSpot. If you have prospects who stop responding after the contract is sent, this automation helps you recover them without manual follow-up. What it does This template automatically identifies deals that have "stalled" in your pipeline (specifically in the Contract Sent stage) and initiates a personalized re-engagement sequence. Monitors Pipeline: Runs on a schedule to find deals marked as stalled in HubSpot. Smart Filtering: Identifies all associated contacts for a deal and selects the first available contact. This ensures the email goes to a real person involved in the deal. Spam Prevention: Fetches the Last Contacted date from HubSpot. If there has been any activity (call, email, meeting) in the last 7 days, the workflow skips that contact. This safety gate prevents automation from interfering with active conversations. AI Personalization: Uses GPT-5-mini (via OpenAI) to generate a helpful check-in email. The prompt is context-aware, using the contact's name and deal stage to sound personal rather than generic. Multi-Channel Sync: Sends the approved email via Gmail, alerts the internal team in Slack, and logs the email body to the HubSpot Activity Timeline. How to set up Credentials: Connect your HubSpot, OpenAI, Slack, and Gmail accounts in n8n. Configuration: Open the Config: Setup Variables node and enter your Sender Name, Company Name, and Calendar Link. Slack Channel: Open the Slack: Notify CSM node and select the channel where you want your team to be alerted (e.g., #sales-alerts). HubSpot Settings: By default, this targets the contractsent stage. Ensure your HubSpot pipeline matches this ID. Requirements n8n** (Cloud or Self-hosted) HubSpot** account OpenAI** API Key Gmail* & Slack* accounts How to customize the workflow Target Different Stages: To re-engage leads in other phases (e.g., "Qualification" or "Onboarding"), open the **HubSpot: Search Stalled Deals node and change the dealstage filter to your desired pipeline stage ID. Adjust the Safety Gate: The workflow blocks emails if there has been contact in the last **7 days. To change this window (e.g., to 30 days for cold leads), open the Filter: Last Activity Check node and edit the time value in the expression. Modify the AI Persona: Open the **AI: Generate Email node to edit the System Prompt. You can adjust the tone (formal vs. casual), lengths constraints, or language to match your brand voice.

How it works This workflow listens for incoming meeting summary emails in Gmail and processes them automatically. The email content is cleaned and sent to an AI model that extracts CRM-ready sales data in a structured format. The parsed data is then used to create or update contacts, deals, and meeting engagements in HubSpot. This removes manual note-taking and ensures CRM data stays accurate and consistent after every call. Step-by-step Trigger on meeting summary email** Gmail Trigger – Watches the inbox for new meeting summary emails from a specific sender. Prepare and normalize meeting notes** Prepare Meeting Summary – Extracts the meeting text and stores it in a clean summary field for AI processing. Extract structured sales insights** AI Extraction – Sends the meeting summary to an AI model to identify company details, problems, budget, decision makers, timing, competitors, and next steps. Parse AI response** Parse AI JSON Output – Validates and converts the AI response into structured JSON fields usable by CRM nodes. Update HubSpot CRM** Create or Update Contact – Creates a new contact or updates an existing one based on extracted details. Update Deal – Updates the related deal with budget, description, stage, and pipeline information. Create Meeting Engagement – Logs a meeting engagement in HubSpot with key discussion points and next actions. Why use this? Eliminates manual CRM updates after sales or discovery calls. Ensures meeting insights are captured consistently and accurately. Reduces admin work for sales teams and improves data quality. Works seamlessly with meeting recap tools that send summary emails. Scales easily as meeting volume increases without extra effort.

How it works This workflow runs on a daily schedule to analyze all Closed–Lost deals from your CRM and uncover the true reason behind each loss. It uses AI to classify the primary loss category, generate a confidence-backed explanation, and then create a realistic re-engagement strategy for every deal. All insights are consolidated into leadership-ready email and Slack summaries. Every analyzed deal and revival plan is logged for long-term tracking and audits. Step-by-step Trigger and fetch lost deals** Schedule Trigger – Runs the workflow automatically at a defined time. Get many deals – Fetches all deal records from the CRM. If – Filters only deals marked as Closed–Lost. Edit Fields – Standardizes key deal attributes like amount, industry, owner, and loss reason. Analyze loss reasons and generate revival strategies** Brief Explanation Creator – Uses AI to identify the primary loss category with confidence. Code in JavaScript – Parses and normalizes AI loss analysis output. Merge – Combines deal data with loss insights. Feedback Creator – Generates a practical re-engagement strategy for each lost deal. Code in JavaScript7 – Parses and safeguards revival strategy outputs. Merge4 – Merges deal details, loss analysis, and revival strategy into one final dataset. Report, notify, and store results** Code in JavaScript11 – Builds a consolidated HTML summary email. Send a message4 – Sends the summary to stakeholders via email. Code in JavaScript12 – Creates a structured Slack summary. Send a message1 – Delivers insights to a Slack channel. Code in JavaScript10 – Reconstructs final data with delivery status. Append or update row in sheet – Logs all results into Google Sheets for audit and tracking. Why use this? Turns lost deals into actionable learning instead of static CRM records Gives sales teams clear, realistic re-engagement plans without manual analysis Provides leadership with concise, decision-ready summaries Creates a historical database of loss reasons and revival outcomes Improves pipeline recovery while enforcing consistent sales intelligence

How it works This workflow runs on scheduled weekly and monthly triggers to generate unified marketing performance reports. It processes multiple websites by collecting analytics data, paid ads performance, and CRM leads, then calculates KPIs and insights automatically. The workflow sends structured reports via email and stores historical data in Google Sheets. It ensures consistent reporting without manual effort. Step-by-step Step 1: Trigger & report type detection** Schedule Trigger2 – Triggers the workflow weekly at a predefined time. Schedule Trigger3 – Triggers the workflow monthly at a predefined time. check month and week1 – Identifies whether the run is weekly or monthly and sets flags. Set Websites and Campaings1 – Defines websites, GA4 property IDs, and mapped ad campaigns. Expand Websites1 – Expands the website array into individual website items. Attach Run Flags1 – Attaches weekly or monthly flags to each website record. Step 2: Website & ads data processing** Loop Websites1 – Iterates through each website independently. Get a report – Fetches website traffic and engagement metrics from analytics. Get many campaigns – Retrieves Google Ads campaign data. Fetch Meta Ads – Fetches Meta Ads performance data via API. Filter Google Ads By Website1 – Filters Google Ads campaigns by website. Filter Meta Ads By Website1 – Filters Meta Ads campaigns by website. Merge1 – Merges analytics, Google Ads, and Meta Ads datasets. Build Website Dataset1 – Builds a unified dataset per website. Calculate KPIs & Campaign Insights1 – Calculates spend, CTR, CPA, CPL, conversions, and performance insights. Append or update row in sheet2 – Stores website-level marketing metrics in Google Sheets. Step 2.1: Marketing report generation** Prepare Report Data2 – Combines all website datasets into a unified report object. Switch – Routes execution based on weekly or monthly report type. Send Weekly Marketing report2 – Sends the weekly marketing performance email. Send Monthly Marketing Report2 – Sends the monthly marketing performance email. Step 3: HubSpot lead analysis** Fetch1 – Fetches leads from HubSpot CRM. Filter Hubspot Leads – Filters leads based on weekly or monthly time range. Summarize Hubspot Leads – Aggregates lead status and lifecycle metrics. Prepare Report Data3 – Prepares CRM summary data for reporting. Step 3.1: CRM reporting & storage** Switch3 – Routes CRM reporting by report type. Send Weekly Marketing report3 – Sends the weekly CRM summary email. Send Monthly Marketing Report3 – Sends the monthly CRM summary email. Code in JavaScript1 – Transforms CRM data for storage. Append or update row in sheet3 – Stores CRM lead performance data in Google Sheets. Switch3 – Routes CRM reporting by report type. Send Weekly Marketing report3 – Sends the weekly CRM summary email. Send Monthly Marketing Report3 – Sends the monthly CRM summary email. Code in JavaScript1 – Transforms CRM data for storage. Append or update row in sheet3 – Stores CRM lead performance data in Google Sheets. Why use this? Automates complex weekly and monthly marketing reporting. Unifies website analytics, ad platforms, and CRM data in one flow. Delivers consistent KPI calculations and insights every run. Maintains historical performance logs in Google Sheets. Scales easily across multiple websites and campaigns.

Overview This workflow automates customer outreach for marketing campaigns, including customer prioritization, AI-generated emails, automated sending, reply tracking, and meeting scheduling. How It Works Data Synchronization Customer and campaign data are periodically synchronized from Google Sheets and internal data tables. New customers and campaigns are inserted into the system if they do not already exist. Customer Evaluation and Prioritization Customers are evaluated based on revenue, industry, capital, and location. Each customer is classified into High / Medium / Low priority using AI. Only high-priority customers are selected for campaign outreach. Campaign Detection The workflow checks for new, unsent marketing campaigns. Campaigns marked as already sent are excluded. Personalized Email Generation For each eligible customer, past email history is retrieved. An AI agent generates a personalized campaign email: Uses historical interaction data when available. Uses customer interests and keywords for new customers. Produces a professional, friendly email proposing a meeting. Automated Email Sending Emails are sent automatically via Gmail. Sent emails are logged into the message history database. Campaign status is updated to “sent” after completion. Reply Handling Incoming customer replies are detected via Gmail triggers. Replies are matched with previous messages and stored in the database. AI generates an appropriate follow-up reply when required. Reply Classification and Scheduling Customer replies are classified as Positive / Pending / Negative. If a reply includes scheduling information, meeting details are extracted. Calendar events are automatically created in Google Calendar. Setup Steps Prepare Data Sources Set up Google Sheets for: Customer master data Format includes the following columns: #/メール/ 氏名/ 会社名/ 所在地/ 売上(万円)/ 資本金(万円)/ 業界/関心/ Hubspot同期 Campaign data Format includes the following columns: No / campaign_name / description / sent Prepare internal data tables for: Campaign records Email message histories Create Data table Campaign table: campaign_name: String description: String is_sent: boolean Mail Histories table: customer_email: String email_subject: String message: String reply: String reply_category: String Configure Credentials Google Sheets API Gmail OAuth Google Calendar API HubSpot App Token (for customer synchronization) OpenAI API (for AI agents)

AI-Powered Lead Qualification & Enrichment Pipeline 🎯 Who is this for? This template is perfect for: Marketing Teams** looking to automatically qualify inbound leads from campaigns Sales Teams** wanting to prioritize high-value prospects instantly Agencies** offering lead qualification as a service to clients SaaS Companies** routing trial signups to appropriate nurture sequences B2B Service Providers** scoring and enriching leads from multiple sources 💡 What problem does it solve? Manual lead qualification is slow, inconsistent, and expensive. Sales teams waste hours on unqualified leads while hot prospects go cold. This workflow: Eliminates manual research** - Automatically enriches company data via LinkedIn Scores leads instantly** - AI analyzes 15+ data points to score 0-100 Routes intelligently** - Hot leads get instant alerts, warm leads enter nurture Personalizes outreach** - AI generates custom emails based on company context ⚡ What this workflow does Lead Capture & Validation Captures leads via built-in n8n Form (embeddable on any website) Validates email format and detects business vs personal emails Normalizes data from various field naming conventions Company Enrichment via Apify Uses Google Search to find company's LinkedIn profile Scrapes LinkedIn for industry, size, description, specialties, and more Gracefully skips enrichment for personal emails (Gmail, Yahoo, etc.) AI Lead Qualification (GPT-4.1) Scores leads 0-100 based on buying signals Assigns tier: Hot (80+), Warm (60-79), Cold (40-59), Disqualified (<40) Identifies buyer persona (Decision Maker, Influencer, Champion, etc.) Generates personalized talking points and risk factors Intelligent Routing & Actions Hot Leads**: Instant Slack alert + AI-generated personalized email + HubSpot contact Warm Leads**: Slack notification for nurture sequence Cold Leads**: Logged for future reference All Leads**: Recorded to Google Sheets with full qualification data 🔧 Setup Required Credentials | Service | Purpose | |---------|---------| | OpenAI | AI qualification & email generation | | Apify | Google Search + LinkedIn scraping | Optional Credentials | Service | Purpose | |---------|---------| | Slack | Lead alerts and notifications | | HubSpot | CRM contact creation | | Gmail | Sending personalized emails | | Google Sheets | Lead database logging | Apify Setup Create account at apify.com Get API token from Settings → Integrations Open the Apify HTTP nodes and replace YOUR_API_KEY with the API token obtained in the above step Apify Actors Used Google Search Scraper PPR** (Actor ID: G9PR1B1upfS0mRvp0) - ~$0.004/search LinkedIn Company Scraper PPR** (Actor ID: G9y3V8J1hXYJTf1Ho) - ~$0.02/company Total cost: ~$0.02-0.03 per enriched lead 📊 Lead Scoring Criteria | Score | Tier | What it means | |-------|------|---------------| | 80-100 | 🔥 Hot | Strong buying signals, budget confirmed, urgent timeline | | 60-79 | 🌡️ Warm | Good fit, some buying signals, needs nurturing | | 40-59 | ❄️ Cold | Potential fit but unclear intent | | 0-39 | ⛔ Disqualified | Poor fit, spam, or invalid | 🎨 Customization Modify Form Fields Edit the "Lead Capture Form" node to add/remove fields for your use case. Adjust AI Scoring Edit the system prompt in "AI Lead Qualification" to customize: Score thresholds for your industry Buyer persona definitions Custom qualification criteria Add Integrations Easily extend with: Pipedrive, Salesforce, or other CRMs Email sequences (Mailchimp, ActiveCampaign) SMS notifications (Twilio) Calendar booking (Calendly) 📈 Example Output { "qualification": { "score": 85, "tier": "Hot", "buyerPersona": "Decision Maker", "urgencyLevel": "High" }, "insights": { "keyInsights": [ "VP-level with direct budget authority", "Company in growth phase (51-200 employees)", "Industry aligned with our ICP" ], "talkingPoints": [ "Reference their sustainability focus", "Highlight ROI for mid-market companies" ] } } 🙋 Need Help? Check the sticky notes in the workflow for section-by-section guidance Ensure Apify credentials are properly configured Test with a business email (not Gmail/Yahoo) to see full enrichment Created by Agentical AI - AI Automation Agency specializing in workflow automation and AI solutions.

How it works The workflow triggers on a new checkout event from Shopify and extracts all relevant cart data. It filters carts based on value and age to isolate qualified abandoned checkouts. For each qualified cart, it sends a follow-up email, updates or creates the corresponding HubSpot contact, and generates a CRM note linked to that contact. Finally, it logs the processed cart into Google Sheets for tracking and review. Step-by-step Trigger on new Shopify checkout** Shopify Trigger – Starts the workflow when a new checkout is created. Normalize and structure cart data** Parse Cart Data – Extracts email, customer name, items, cart totals, timestamps, and hours since creation. Filter carts that meet follow-up criteria** Filter Qualified Carts – Passes only carts older than 12 hours and valued above 50. Send follow-up message** Send a message – Delivers a reminder email to the customer about the pending checkout. Create or update CRM contact** Create or update a contact – Ensures the shopper exists as a HubSpot contact. Prepare CRM note details** Generates Note Data – Builds a structured note containing timing, cart details, and follow-up context. Create the HubSpot note** Create HubSpot Note – Submits the prepared note to HubSpot’s CRM. Associate note with the contact** Associate Note with Contact in HubSpot – Links the generated note to the correct HubSpot contact. Record activity in tracker sheet** Log to Google Sheets – Appends processed cart fields including items, totals, timestamps, and customer info. Why use this? Identifies high-value or long-abandoned carts automatically and follows up without manual effort. Keeps CRM records updated and adds contextual notes sales teams can act on. Maintains a structured audit trail of every abandoned cart interaction. Improves recovery chances by combining email outreach with CRM enrichment and logging. Enables analysis of abandoned checkout patterns directly from Google Sheets.

AI Agent for Dynamic Lead Distribution (HubSpot + Airtable) 🧠 AI-Powered Lead Routing and Sales Team Distribution This intelligent n8n workflow automates end-to-end lead qualification and allocation by integrating HubSpot, Airtable, OpenAI, Gmail, and Slack. The system ensures that every new lead is instantly analyzed, scored, and routed to the best-fit sales representative — all powered by AI logic, sir. 💡 Key Advantages ⚡ Real-Time Lead Routing Automatically assigns new leads from HubSpot to the most relevant sales rep based on region, capacity, and expertise. 🧠 AI Qualification Engine An OpenAI-powered Agent evaluates the lead’s industry, region, and needs to generate a persona summary and routing rationale. 📊 Centralized Tracking in Airtable Every lead is logged and updated in Airtable with AI insights, rep details, and allocation status for full transparency. 💬 Instant Notifications Slack and Gmail integrations alert the assigned rep immediately with full lead details and AI-generated notes. 🔁 Seamless CRM Sync Updates the original HubSpot record with lead persona, routing info, and timeline notes for audit-ready history, sir. ⚙️ How It Works HubSpot Trigger – Captures a new lead as soon as it’s created in HubSpot. Fetch Contact Data – Retrieves all relevant fields like name, company, and industry. Clean & Format Data – A Code node standardizes and structures the data for consistency. Airtable Record Creation – Logs the lead data into the “Leads” table for centralized tracking. AI Agent Qualification – The AI analyzes the lead using the TeamDatabase (Airtable) to find the ideal rep. Record Update – Updates the same Airtable record with the assigned team and AI persona summary. Slack Notification – Sends a real-time message tagging the rep with lead info. Gmail Notification – Sends a personalized handoff email with context and follow-up actions. HubSpot Sync – Updates the original contact in HubSpot with the assignment details and AI rationale, sir. 🛠️ Setup Steps Trigger Node:** HubSpot → Detect new leads. HubSpot Node:** Retrieve complete lead details. Code Node:** Clean and normalize data. Airtable Node:** Log lead info in the “Leads” table. AI Agent Node:** Process lead and match with sales team. Slack Node:** Notify the designated representative. Gmail Node:** Email the rep with details. HubSpot Node:** Update CRM with AI summary and allocation status, sir. 🔐 Credentials Required HubSpot OAuth2 API** – To fetch and update leads. Airtable Personal Access Token** – To store and update lead data. OpenAI API** – To power the AI qualification and matching logic. Slack OAuth2** – For sending team notifications. Gmail OAuth2** – For automatic email alerts to assigned reps, sir. 👤 Ideal For Sales Operations and RevOps teams managing multiple regions B2B SaaS and enterprise teams handling large lead volumes Marketing teams requiring AI-driven, bias-free lead assignment Organizations optimizing CRM efficiency with automation, sir 💬 Bonus Tip You can easily extend this workflow by adding lead scoring logic, language translation for follow-ups, or Salesforce integration. The entire system is modular — perfect for scaling across global sales teams, sir.

This n8n template demonstrates how to use AI to capture, qualify, and route inbound leads automatically from email or web forms. It extracts key business information using AI, scores the lead based on your ideal customer profile, creates CRM records, notifies your team on Slack, and logs all activity—including failures—to Google Sheets. Use cases include: automating sales inboxes, qualifying form leads for agencies or SaaS products, routing high-fit prospects to the right territory owner, and keeping your sales and ops teams aligned without manual data entry. Good to know The OpenAI model is used for lead data extraction and will incur a small cost per run depending on volume. This workflow supports either Salesforce or HubSpot as the CRM system—select which one in the configuration node. You’ll need valid credentials for Gmail (or another email service), OpenAI, Slack, Google Sheets, and your chosen CRM before running. How it works Triggers: A Gmail trigger polls for new inbound emails. A Webhook node receives submissions from any online form. Both sources merge into a single pipeline. Validation: Incoming data is checked for required fields (email or text). Invalid entries are routed to the Dead Letter Queue (DLQ) for review. AI Extraction: The OpenAI node extracts structured fields like company name, size, industry, role, region, problem statement, and budget signals from free-form text. Parsing & Scoring: The AI output is parsed, then a code node calculates a 0–100 lead score based on transparent criteria—industry, size, role, problem clarity, and budget mentions. It also assigns a lead tier (Hot, Warm, Cold, Unqualified). CRM Routing: Depending on your configuration, the workflow creates a Salesforce lead (default) or can be easily adapted for HubSpot. Territory or CRM owner routing can be extended here. Slack Notification: A rich Slack message summarizes the lead score and reasoning and includes a “Create intro email” button for quick action. Logging: All successful leads are logged to Google Sheets for reporting. Any failed or invalid leads are logged separately to the DLQ tab for auditing. How to use Configure your credentials for Gmail, OpenAI, Slack, Google Sheets, and your CRM. Open the Workflow Configuration node and fill in your target industries, buyer roles, company size, Slack channel ID, Google Sheets URL, and CRM choice. Create corresponding tabs in your Google Sheet for Leads and DLQ. Test by sending a sample email or form submission, then watch the workflow extract, score, route, and notify automatically. Requirements OpenAI account for text extraction Gmail (or other email provider) for the email trigger Slack for lead notifications Google Sheets for logging leads and DLQ entries Salesforce or HubSpot account for CRM integration Customizing this workflow This template can be expanded in many ways: Add HubSpot routing on the first Switch output. Integrate a Slack button handler to auto-generate intro emails. Add retry and backoff logic for resilience. Modify the scoring rubric in the code node to match your unique ICP. Connect additional sources, such as LinkedIn forms or landing page builders, for omnichannel lead capture.

AI-Enhanced Lead Qualification & HubSpot Synchronization (Jotform to HubSpot) 🧠✨ Stop wasting time on bad leads and manual research. This advanced n8n workflow automates your entire lead qualification and CRM entry process for HubSpot, ensuring you only sync high-quality, pre-researched contacts. When a prospect submits your form, this automation immediately: Verifies the lead's email using Verifalia to ensure deliverability. Performs an AI-powered website crawl to extract and structure key competitive information like the prospect's Company Name, Industry, Country, and a Website Summary. Uses Google Gemini to create an instant, personalized summary of the lead's potential, acting as your virtual sales assistant. Finally, it creates or updates the comprehensive, enhanced contact record in HubSpot CRM and sends a smart Gmail notification to your sales team with the AI summary for immediate, informed follow-up. How it Works This automation turns raw form submissions into fully enriched, sales-ready contacts in HubSpot: Lead Capture (Jotform): A prospect fills out your Jotform with their details, triggering the workflow instantly. Email Verification (Verifalia): The email address is sent to the Verifalia API. Only verified, deliverable emails are allowed to proceed, eliminating bad data from your HubSpot portal. Website Crawl & Data Extraction (HTTP Request & AI): The workflow accesses the prospect's website and uses an Information Extractor (powered by an underlying Language Model like Google Gemini or similar AI) to automatically pull essential business data like Industry and Company Name. AI Lead Scoring & Summarization (Google Gemini): All captured and enriched data is fed to the Google Gemini model. The AI acts as a smart assistant, analyzing the lead's profile to generate a short, prospective summary for your sales team. HubSpot Synchronization: The final, enriched contact data (including all AI-extracted fields) is used to either create a new contact or update an existing one in your HubSpot CRM. Intelligent Internal Notification (Gmail): Your sales team receives an immediate internal email. This alert contains the raw lead data plus the critical AI-generated summary, allowing them to prioritize and personalize their follow-up immediately. Requirements To set up this intelligent lead funnel, you'll need the following accounts and credentials configured in your n8n instance: Jotform Credentials:* An API Key for the JotForm Trigger*. Sign up for Jotform here: https://www.jotform.com/?partner=zainurrehman Verifalia Credentials:* An API Key for the Lead Verification* node. AI/Language Model Credentials:* Credentials for the Information Extractor and Message a model* (e.g., Google Gemini/PaLM API Key) to perform website research and summarization. HubSpot Credentials:* An OAuth2 or API Key credential for the HubSpot* node to manage contacts. Gmail Credentials:* An OAuth2 credential for the Gmail* node to send internal notifications. Jotform:* An active form containing the necessary fields: First Name, *Last Name, Email, Phone, Website, and Note.

⚠️ Community Node Disclaimer This template uses the Apify LinkedIn Profile Scraper, which is a community node only available in self-hosted n8n installations. The LinkedIn scraping step is optional and can be removed for n8n Cloud compatibility. Who's it for Sales and marketing teams processing 20+ leads daily who need to eliminate manual research and focus reps on hot prospects. Perfect for B2B companies wanting to qualify inbound leads at scale using AI-powered enrichment and scoring. What it does This workflow automates lead qualification by enriching email addresses with firmographic data from People Data Labs, researching individuals and companies using Perplexity AI, scoring leads against your ICP criteria with Claude, and routing them to appropriate channels. Hot leads (8-10 score) get instant Slack alerts with personalized email drafts. Warm leads (5-7) go to a digest channel. Cold leads (0-4) log to your CRM only. Processing takes 30-60 seconds per lead versus 20 minutes manual research, costing $0.08-0.15 per lead. How it works The webhook receives an email address and optional name. Multiple enrichment sources run in parallel: PDL fetches contact and firmographic data, Perplexity researches the individual's recent activity and company developments, and optionally Apify scrapes their LinkedIn profile. All data merges into a complete profile. Claude AI scores the lead against your ICP rules stored in Google Docs, calculating points for company fit, title fit, buying signals, and timing. Based on the total score, leads route to three tiers with different handling. Hot leads trigger immediate Slack alerts and generate personalized email drafts using Gemini. All qualified leads optionally sync to your CRM. Requirements People Data Labs API (or Apollo/Clearbit alternative) Perplexity API Anthropic Claude API Google Docs for ICP rules Slack workspace Gmail account Optional: Apify for LinkedIn scraping (self-hosted only) Optional: HubSpot or other CRM Set up steps Configure the webhook In the Webhook node, set your webhook path (default is "lead-intake"). Send POST requests with this JSON format: { "email": "[email protected]", "name": "Optional Name" } Add API credentials securely People Data Labs: In the PDL Enrich node, click "Credential for Header Auth" → Create new credential → Add header name X-Api-Key with your PDL API key as the value. This uses n8n's credential management instead of hardcoding keys. Perplexity: In both Individual Research and Company Research nodes, add your Perplexity API credentials. Anthropic: In the Anthropic Chat Model node, add your Claude API credentials. Slack: In both Slack nodes, set up OAuth2 and select your target channels. Hot and warm leads can route to different channels. Gmail: In the Send Hot Lead Email node, configure OAuth2 credentials. Google Docs: In the ICP & Use Case node, replace the documentURL with your Google Doc containing ICP scoring rules, then add OAuth2 credentials. Optional - Apify: In LinkedIn Profile Scraper node, add your Apify OAuth2 credentials from https://apify.com/curious_coder/linkedin-profile-scraper Optional - HubSpot: Enable the Upsert to HubSpot CRM node and add your credentials. Customize the customPropertiesValues array to match your fields. Create your ICP rules document Create a Google Doc with this structure: COMPANY FIT (0-3 points): Company size: 50-500 employees = 3 points Industry: SaaS/Technology = 3 points Geography: North America = 3 points TITLE FIT (0-3 points): VP/C-level = 3 points Director = 2 points Manager = 1 point BUYING SIGNALS (0-2 points): Recent funding = 2 points New executive = 1 point TIMING (0-2 points): Urgent need = 2 points Copy the URL and paste it in the ICP & Use Case node's documentURL parameter. Test the workflow Activate the workflow and send a test webhook. Monitor the execution to verify enrichment sources return data, AI scoring completes, routing works correctly, and notifications send to the right channels. How to customize Swap enrichment sources: Replace the PDL Enrich node with Apollo or Clearbit HTTP Request nodes. Update the Merge Enrichment Data node to parse the new response format. Adjust scoring thresholds: In the AI Agent node prompt, change the score ranges (currently 8-10 = hot, 5-7 = warm, 0-4 = cold) and add custom scoring factors like technology stack match or budget authority. Change routing: In the Route by Score node, add new output conditions for additional tiers like VIP or modify existing thresholds. Different notifications: Replace Slack nodes with Gmail or add Twilio nodes for SMS. Update the formatting nodes to create appropriate message templates. Use different AI models: Swap the Anthropic Chat Model with OpenAI for GPT-4 or replace the Gemini formatting nodes with Claude for consistency. Remove LinkedIn scraping: Delete the LinkedIn Profile Scraper node and adjust Merge All Sources to accept 4 inputs instead of 5 for n8n Cloud compatibility. Connect different CRMs: Replace the HubSpot node with Salesforce, Pipedrive, or other CRM nodes. Update the Format for CRM node's field mappings to match your CRM's structure.

How it works This workflow identifies HubSpot deals that have gone untouched for 21+ days and automatically updates their status to Closed Lost. It fetches associated contacts, retrieves their details, and sends personalized follow-up emails requesting feedback. Finally, it notifies your team via Slack about the deals moved to Closed Lost. The workflow runs on a scheduled interval, ensuring consistent lead management without manual intervention. Step-by-step Trigger the workflow Schedule Trigger** – Runs the workflow at a defined interval (daily, weekly, etc.). Get HubSpot Deals** – Retrieves all deals with key properties from HubSpot. Extract Deal Fields** – Normalizes deal data for consistent processing. Identify and update cold deals Filter Cold Leads (21+ days)** – Keeps only deals not updated in the past 21 days. Update Deal to Closed Lost** – Marks stale deals as Closed Lost in HubSpot. Map deals to contacts Fetch Deal Associations** – Retrieves contacts linked to filtered deals. Extract Contact IDs** – Parses associations to get contactId, dealId, and dealName. Get Contact Details** – Fetches enriched contact information. Extract Contact Email** – Simplifies data, keeping only the email field. Follow-up & team notification Send Gmail Feedback Request** – Sends a personalized thank-you email requesting feedback. Send Slack Notification** – Alerts the team about deals updated to Closed Lost. Why use this? Ensures timely closure of stale HubSpot deals, keeping your pipeline clean. Automates follow-up emails to gather valuable feedback from disengaged leads. Reduces manual effort in deal management and contact outreach. Keeps your team informed in real-time with Slack notifications. Improves sales process efficiency and lead data hygiene.

HubSpot Customer Onboarding Automation Overview Streamline your customer onboarding process with this intelligent automation that triggers when new contacts are created in HubSpot. The workflow automatically sends personalized welcome emails, schedules onboarding calls, and assigns customer success managers - ensuring every new customer receives immediate attention and proper support. What This Workflow Does Core Features Real-time Contact Detection**: Monitors HubSpot for new contact creation events via webhooks Intelligent Email Generation**: Uses AI to create personalized welcome emails based on contact information Automated Calendar Scheduling**: Finds available time slots and schedules onboarding calls with new contacts Smart CSM Assignment**: Automatically assigns contacts to appropriate customer success managers Multi-channel Communication**: Sends HTML-formatted emails with professional styling Calendar Integration**: Full Google Calendar management with attendee invitations Business Value Instant Response**: New customers receive immediate welcome communication Personalization at Scale**: Each email is uniquely crafted based on contact details and company information Process Consistency**: Ensures every new contact follows the same high-quality onboarding process Resource Optimization**: Automatically schedules meetings in available time slots Customer Experience**: Professional, timely communication builds trust from day one Prerequisites Required Accounts & Credentials HubSpot Account with Developer API access for webhooks HubSpot Pro/Enterprise for OAuth2 API access OpenAI API access for AI-powered email generation Google Calendar account for meeting scheduling Gmail account for email delivery Public-facing n8n instance or n8n Cloud for webhook reception Technical Requirements HubSpot webhook subscription capabilities Google Workspace or personal Google account OpenAI API with GPT-4o access n8n instance with LangChain nodes package installed Setup Instructions Step 1: HubSpot Developer Setup Create HubSpot Developer Account: Go to HubSpot Developer Portal Create or access your developer account Navigate to Apps section Create Webhook Subscription: In HubSpot Developer Portal: Apps > Create App Configure webhook subscription for contact.creation events Set webhook URL to your n8n webhook endpoint Note the App ID and Developer API key Add HubSpot Developer Credentials: In n8n: Settings > Credentials > "HubSpot Developer API" Enter Developer API key and App ID Step 2: HubSpot OAuth2 Configuration Create OAuth2 App: In HubSpot Developer Portal: Create OAuth2 app Add required scopes: contacts.read contacts.write crm.objects.owners.read Add HubSpot OAuth2 Credentials: In n8n: Settings > Credentials > "HubSpot OAuth2 API" Complete OAuth authorization flow Step 3: OpenAI Configuration Get OpenAI API Key: Visit OpenAI Platform Create API key with GPT-4o model access Add OpenAI Credentials: In n8n: Settings > Credentials > "OpenAI API" Enter your API key Step 4: Google Calendar Setup Enable Google Calendar API: Go to Google Cloud Console Enable Google Calendar API Create OAuth2 credentials Add Google Calendar Credentials: In n8n: Settings > Credentials > "Google Calendar OAuth2 API" Complete OAuth authorization flow Step 5: Gmail Configuration Enable Gmail API: In Google Cloud Console: Enable Gmail API Use same OAuth2 credentials as Calendar Add Gmail Credentials: In n8n: Settings > Credentials > "Gmail OAuth2" Complete OAuth authorization Step 6: Customize Company Information Update "Enter your company data here" Node: company_name: "Your Company Name" sender_name: "Your Name" sender_email: "[email protected]" company_activity: "Your company description" Important: The sender_email must match your HubSpot user email and Google account email Step 7: Configure Calendar Settings Update Calendar Agent Tool: Verify calendar ID matches your Google Calendar Ensure proper timezone settings Test calendar access permissions Configuration Details Webhook Event Handling The workflow processes HubSpot webhook events: Event Type**: contact.creation Data Processing**: Extracts contact ID and subscription type Validation**: Ensures event is contact creation before proceeding AI Email Generation System The email generation process uses: Model**: GPT-4o-mini for cost-effective, high-quality content Structured Output**: JSON format with subject and body fields Personalization Variables**: Contact name, email, company information Template Consistency**: Maintains professional tone and branding Calendar Management Features The calendar agent provides: Event Creation**: With and without attendees Event Retrieval**: Find available time slots Event Updates**: Modify existing appointments Event Deletion**: Remove canceled meetings Smart Scheduling**: Automatically finds next available slot Contact Assignment Logic The CSM assignment process: Owner Lookup**: Retrieves all HubSpot owners Sender Matching**: Finds owner matching the configured sender email Contact Assignment**: Updates contact record with owner ID Usage Instructions Automatic Operation Activate Workflow: Toggle workflow to "Active" status Webhook automatically registers with HubSpot Test with New Contact: Create test contact in HubSpot Monitor n8n execution log Verify email delivery and calendar event creation Monitor Performance: Check HubSpot webhook delivery logs Review email delivery success rates Validate calendar event creation Manual Testing Create Test Contact: Add new contact in HubSpot with complete information Ensure contact has valid email address Monitor workflow execution Validate Outputs: Email: Check recipient inbox for welcome email Calendar: Verify meeting invitation sent and accepted HubSpot: Confirm contact owner assignment Logs: Review n8n execution for any errors Expected Outputs Personalized Welcome Email AI-generated email featuring: Subject Line**: Customized based on company and contact information Personalized Greeting**: Uses contact's first name and relevant details Company Introduction**: Includes sender name, company name, and business description Meeting Notification**: Mentions upcoming scheduled onboarding call Professional Formatting**: HTML-styled for professional appearance Scheduled Onboarding Call Google Calendar event with: Title**: Descriptive meeting title including contact name Attendees**: New contact automatically invited Timing**: Next available 1-hour slot in sender's calendar Location**: Virtual meeting details (if configured) Description**: Meeting purpose and agenda HubSpot Contact Updates Automated contact management: Owner Assignment**: Contact assigned to appropriate CSM Activity Logging**: Webhook event recorded in contact timeline Data Enrichment**: Additional contact information if available Calendar Tool Responses Structured responses from calendar operations: Success Confirmations**: Meeting created successfully Error Handling**: Clear error messages for failed operations Event Details**: Complete information about created/modified events Troubleshooting Common Issues HubSpot Webhook Not Triggering Cause: Webhook subscription not properly configured or n8n endpoint not accessible Solutions: Verify n8n webhook URL is publicly accessible Check HubSpot webhook subscription settings Confirm webhook is active in HubSpot Developer Portal Test webhook delivery using HubSpot's testing tools Contact Information Not Retrieved Cause: Insufficient HubSpot API permissions or invalid contact ID Solutions: Verify HubSpot OAuth2 scopes include contact read permissions Check contact ID extraction from webhook payload Ensure contact exists and is accessible via API Test contact retrieval manually Email Generation Failed Cause: OpenAI API issues or insufficient token limits Solutions: Check OpenAI API key validity and usage limits Verify GPT-4o model access permissions Review prompt complexity and token requirements Test AI generation with simpler prompts Calendar Event Creation Failed Cause: Google Calendar permissions or invalid calendar ID Solutions: Verify Google Calendar OAuth2 permissions Check calendar ID configuration matches sender email Ensure calendar is accessible and not restricted Test calendar operations manually Gmail Delivery Problems Cause: Authentication issues or email formatting problems Solutions: Check Gmail OAuth2 token validity Verify sender email matches authenticated account Review HTML formatting for email compatibility Test email delivery with simple text format Performance Optimization High Contact Volume Implement rate limiting for API calls Add error retry mechanisms with exponential backoff Monitor token usage and API quotas Consider batch processing for multiple contacts Large Calendar Schedules Optimize calendar queries with specific date ranges Implement caching for frequently accessed calendar data Add timeout handling for slow calendar operations Consider pagination for large event lists Customization Examples Different CRM Systems Replace HubSpot with alternative CRMs: Salesforce**: Use Salesforce webhook and contact management Pipedrive**: Implement Pipedrive person creation triggers Zoho CRM**: Configure Zoho webhook subscriptions Airtable**: Use Airtable as simple CRM with webhooks Alternative Email Providers Replace Gmail with other email services: SendGrid**: Use SendGrid for transactional emails Mailgun**: Implement Mailgun email delivery Microsoft Outlook**: Use Outlook for business email AWS SES**: Configure Amazon Simple Email Service Enhanced Email Content Improve email personalization: Company Research**: Add web scraping for company information Industry-Specific Templates**: Different emails for different industries Multi-language Support**: Detect contact language and localize content Dynamic Content**: Include relevant resources based on contact properties Advanced Calendar Features Extend calendar functionality: Buffer Time**: Automatically add buffer between meetings Meeting Types**: Different durations for different contact types Timezone Handling**: Automatic timezone detection and conversion Recurring Meetings**: Schedule follow-up meetings automatically Workflow Branching Add conditional logic: Contact Source**: Different flows for different lead sources Company Size**: Tailored onboarding for enterprise vs SMB Geographic Routing**: Regional CSM assignment Product Interest**: Specialized onboarding based on product selection Security Considerations API Security Store all credentials securely in n8n credential system Use OAuth2 authentication where available Regularly rotate API keys and refresh tokens Monitor API usage for unauthorized access Data Privacy Ensure compliance with data protection regulations (GDPR, CCPA) Implement data retention policies for contact information Consider data encryption for sensitive customer data Document data flows for privacy audits Webhook Security Implement webhook signature verification where supported Use HTTPS endpoints for all webhook URLs Monitor webhook delivery logs for suspicious activity Consider IP whitelisting for webhook sources Integration Considerations HubSpot Best Practices Rate Limiting**: Respect HubSpot API rate limits Error Handling**: Implement proper error responses for webhooks Data Sync**: Ensure data consistency between systems Backup Procedures**: Regular backup of workflow configurations Email Deliverability Authentication**: Implement SPF, DKIM, and DMARC records Content Quality**: Avoid spam triggers in email content List Management**: Respect unsubscribe requests Monitoring**: Track email delivery and engagement metrics Business Process Integration Sales Handoff Lead Qualification**: Integrate with lead scoring systems Sales Notification**: Alert sales team of high-value prospects CRM Updates**: Sync onboarding status with sales pipeline Activity Tracking**: Log all onboarding activities in CRM Customer Success Workflows Milestone Tracking**: Monitor onboarding progress Health Scoring**: Assess customer engagement levels Escalation Procedures**: Flag at-risk customers for intervention Success Metrics**: Track onboarding completion rates Support and Maintenance Regular Maintenance Monitor webhook delivery success rates Review email open and response rates Update AI prompts based on feedback Audit calendar scheduling efficiency Performance Monitoring Track workflow execution times and success rates Monitor API usage and costs across all services Review customer feedback on onboarding experience Analyze conversion rates from onboarding to activation Updates and Improvements Stay updated with API changes from integrated services Test workflow compatibility with platform updates Implement customer feedback and feature requests Document all customizations for team reference Cost Optimization API Usage Management Monitor OpenAI token consumption patterns Optimize prompts for efficiency and effectiveness Track Google API usage for calendar and email operations Implement usage alerts and budgets Alternative Approaches Consider using local AI models for email generation Implement template-based emails for cost reduction Use free tiers where available and appropriate Regular cost-benefit analysis of integrated services License and Attribution This workflow template is provided under MIT license. Calendar agent implementation inspired by Nate Herk's YouTube channel. Attribution to original creators appreciated when sharing or modifying. Users are responsible for compliance with all integrated services' terms of service and data handling requirements. Support Contact For customizations, troubleshooting, or additional workflow development: Email**: [email protected] Creator Profile**: n8n Creator Profile Specializations**: n8n, Make, LangChain, and LangGraph workflow development

How it works This workflow automatically captures website visitors using Albacross, enriches their data with Datagma, and syncs it into HubSpot. Once leads are created or updated, a personalized email is generated and sent through Gmail. All email activities are logged in HubSpot for proper sales tracking and follow-up. Step-by-step Trigger the workflow Schedule Trigger** – Runs the workflow at set intervals (hourly, daily, or custom). Capture website visitors Albacross Website Visitor** – Pulls company and visitor details from website activity. Enrich lead data Enrich Lead Data** – Enhances visitor records with personal and professional details via Datagma. Sync to CRM Create/Update HubSpot Contact** – Creates or updates contact records in HubSpot with enriched lead data. Generate personalized outreach Generate Personalized Message** – Builds a tailored email including company, industry, and value propositions. Send and track emails Send Personalized Email** – Sends the outreach message through Gmail. Log Email Activity in HubSpot** – Tracks email engagement automatically in HubSpot. Why use this? Capture and identify anonymous website visitors as potential leads. Enrich contact details with accurate, professional information. Keep HubSpot updated automatically without manual data entry. Send highly personalized outreach emails tailored to each lead. Log all communication for better pipeline visibility and sales follow-up.

📌 Overview This workflow automatically processes incoming Shopify/Gmail leads and pushes them into HubSpot as both Contacts and Deals. It helps sales and marketing teams capture leads instantly, enrich CRM data, and avoid missed opportunities. ⚡ How it works Trigger: Watches for new emails in Gmail. Extract Data: Parses email body (Name, Email, City, Phone, Message, Product URL/Title). Condition: Checks if sender is Shopify before processing. HubSpot: Creates/updates a Contact with customer details. Creates a Deal associated with that contact. 🎯 Benefits 📥 Automates lead capture → CRM 🚫 Eliminates manual copy-paste from Gmail 🔄 Real-time sync between Gmail and HubSpot 📈 Improves sales follow-up speed and accuracy 🛠 Setup Steps Import this workflow into your n8n instance. Connect your Gmail and HubSpot credentials. Replace the HubSpot Deal Stage ID with your own pipeline stage. (Optional) Adjust the Code Node regex if your email format differs. Activate the workflow and test with a sample lead email. 📝 Example Email Format Name: John Doe Email: [email protected] City: London Phone: +44 7000 000000 Body: Interested in product Product Url: https://example.com/product Product Title: Sample Product sticky_notes: name: Gmail Trigger note: > 📧 Watches for new emails in Gmail. Polls every minute and passes email data into the flow. name: Get a Message note: > 📩 Fetches the full Gmail message content (body + metadata) for parsing. name: Extract From Email note: > 🔍 Extracts the sender’s email address from Gmail to identify the source. name: If Sender is Shopify note: > ✅ Condition node that ensures only Shopify-originated emails/leads are processed. name: Code Node (Regex Parser) note: > 🧾 Parses the email body using regex to extract Name, Email, City, Phone, Message, Product URL, and Title. name: Edit Fields (Set Node) note: > 📝 Cleans and structures the extracted fields into proper JSON format before sending to HubSpot. name: HubSpot → Create/Update Contact note: > 👤 Creates or updates a HubSpot Contact with the extracted lead details. name: HubSpot → Create Deal note: > 💼 Creates a HubSpot Deal linked to the Contact, including campaign/product information.

Lead Qualification & Follow‑up (Gemini) Automate lead intake, AI qualification, and next‑step outreach. Qualified leads get a scheduled meeting, Zoom details, an email confirmation, CRM update, and Mailchimp enrollment. Not‑qualified leads receive a follow‑up sequence, CRM update, and a 30‑day reminder. What this workflow does AI qualifies leads as QUALIFIED or NOT QUALIFIED using Google Gemini. Supports two triggers: Webhook (wordpress-form) or n8n Form Trigger. QUALIFIED branch: AI phone call via VAPI Schedules Google Calendar event Creates Zoom meeting Sends confirmation email via Gmail Adds to Mailchimp audience Updates contact in HubSpot NOT QUALIFIED branch: AI phone call via VAPI Adds to Mailchimp audience Sends follow‑up email via Gmail Updates contact in HubSpot Creates 30‑day follow‑up calendar event Apps and credentials required Google Gemini (PaLM/Gemini API) Gmail HubSpot Zoom Google Calendar VAPI (for AI phone calls) Mailchimp Environment variables MAILCHIMP_LIST_ID_QUALIFIED=your_mailchimp_list_id_for_qualified MAILCHIMP_LIST_ID_FOLLOWUP=your_mailchimp_list_id_for_followup Triggers supported Webhook: path wordpress-form (POST) Form Trigger: built‑in n8n form Use only one in production. Keep the other disabled. Expected input (fields) name: string email: string message: string If using Webhook, send a JSON body with the fields above. Setup Connect credentials: Google Gemini (model: models/gemini-2.5-flash) Gmail HubSpot (OAuth) Zoom Google Calendar (select the target calendar) VAPI (HTTP header auth: Bearer token) Set env vars: MAILCHIMP_LIST_ID_QUALIFIED MAILCHIMP_LIST_ID_FOLLOWUP Choose your trigger: Webhook: enable and use the provided URL for wordpress-form Form Trigger: enable and publish the form Review timing: adjust Wait nodes for your timezone and SLA. Personalize messaging: edit Gmail subjects/bodies and Zoom topic. CRM and lists: confirm HubSpot properties and Mailchimp list IDs. How it works (at a glance) Intake → AI classifies (QUALIFIED / NOT QUALIFIED) QUALIFIED: VAPI call → Schedule Calendar → Create Zoom → Add to Mailchimp (qualified) → Gmail confirmation → HubSpot update NOT QUALIFIED: VAPI call → Add to Mailchimp (follow‑up) → Gmail follow‑up → HubSpot update → 30‑day calendar event Test the workflow (before going live) Submit a test via your chosen trigger with name, email, message. Confirm AI decision at the “Lead Decision” node. If QUALIFIED: VAPI call executed Calendar event created Zoom meeting created (join URL available) Mailchimp enrollment (qualified list) Gmail confirmation sent HubSpot contact created/updated If NOT QUALIFIED: VAPI call executed Mailchimp enrollment (follow‑up list) Gmail follow‑up sent HubSpot updated 30‑day calendar reminder created Open any failing HTTP nodes and review response codes/messages. Go‑live checklist All credentials connected (no warnings) MAILCHIMP_LIST_ID_QUALIFIED and MAILCHIMP_LIST_ID_FOLLOWUP set Timezone and delays validated Email copy approved Only one trigger enabled Final end‑to‑end test passed Toggle workflow Active Customization ideas Add a Slack or Microsoft Teams notification on QUALIFIED Enrich leads (Clearbit, ZoomInfo, etc.) before AI decision Swap Mailchimp for your ESP (Klaviyo, SendGrid Marketing) Add a second‑chance branch for ambiguous AI classifications Localize email copy by country or language Troubleshooting Webhook receives no data: ensure external form POSTs JSON to the n8n URL and network rules allow it. AI decision empty/garbled: verify Gemini credentials/model ID and input fields. Mailchimp errors: verify List IDs and that email is valid. Gmail send fails: check OAuth scopes and daily limits. Zoom/Calendar issues: re‑connect OAuth; verify calendar access. HubSpot errors: confirm OAuth scopes and property mappings. Security and scopes Gmail: send email Google Calendar: create events Zoom: create meetings HubSpot: read/write contacts Mailchimp: list membership VAPI: authenticated HTTP requests Gemini: model inference Use least‑privilege for each integration. Limits and notes Gmail and Mailchimp rate limits may apply during spikes. Zoom and Google Calendar API quotas apply for frequent scheduling. VAPI call timeouts are 30s by default; adjust as needed. Changelog 2025‑09‑15: Initial public template with dual triggers, Gemini qualification, VAPI calls, scheduling, Mailchimp, Gmail, and HubSpot updates.

Cold Outreach Automation by Rysysth Technologies This n8n workflow automates the complete cold outreach process by combining Apollo.io lead generation, LinkedIn networking, and personalized email outreach into one streamlined system. How It Works Prospect Definition (Form Input) User enters job titles, company size, keywords, and locations. Apollo Search URL Generation OpenAI converts form inputs into a precise Apollo.io search URL. Lead Scraping (Apify) Apollo.io scraper collects contact details, emails, LinkedIn profiles, and company data (limited to 10 leads per run). LinkedIn & Company Data Enrichment (Unipile) Extracts LinkedIn profile and company details for each lead. CRM Sync (HubSpot) Automatically creates or updates lead records in HubSpot CRM. Personalized Outreach (AI-Powered) OpenAI generates: Custom LinkedIn connection request (under 300 characters) Email subject and body (personalized with a soft CTA) LinkedIn Connect If not already connected, workflow sends LinkedIn invites via Unipile. Email Validation (ZeroBounce) Ensures emails are valid or catch-all before outreach. Email Outreach (Gmail API) If verified, sends the AI-personalized outreach email directly from Gmail. Tools and APIs Integrated Apify** → Apollo.io scraper (lead extraction) Unipile** → LinkedIn profile enrichment and connection requests ZeroBounce** → Email verification OpenAI** → Apollo URL creation and outreach copy generation HubSpot** → CRM sync Gmail** → Automated outreach emails Key Benefits Saves time by automating manual prospecting and email writing Delivers personalized, multi-channel outreach at scale Ensures accurate CRM updates with HubSpot integration Improves email deliverability with ZeroBounce validation Designed for founders, sales teams, and agencies seeking efficient lead generation Connect with Rysysth Technologies At Rysysth Technologies, we build custom n8n workflows that go far beyond standard templates. From AI-powered prospecting to CRM automation and advanced outreach pipelines, we tailor automation solutions that align perfectly with your business goals. Let’s create your custom workflow together. Partner with Rysysth Technologies to transform your outreach process today. Website**: rysysthtechnologies.com Email**: [email protected] LinkedIn**: linkedin.com/company/rysysth

How it works This workflow starts whenever a new lead submits a Typeform. It captures the lead’s details, checks their budget, and routes them based on priority and source. High-budget leads are pushed into HubSpot with a follow-up task for sales. Facebook leads are logged in Google Sheets for marketing, while SurveyMonkey leads are stored in Airtable for campaign tracking. Finally, every lead receives an automated Gmail acknowledgment to confirm receipt and set expectations. Step-by-step Capture Leads The workflow listens for new form responses from Typeform. Each lead’s details — name, email, phone, budget, and message — are captured for processing. Prioritize High-Budget Leads The budget field is checked. If the budget is greater than $5,000 → the lead is flagged as high priority. These leads are added or updated in HubSpot CRM. A priority follow-up task is created in HubSpot for the sales team. Route by Lead Source If the source is Facebook → the lead is logged in a Google Sheet for marketing analysis. If the source is SurveyMonkey → the lead is stored in Airtable for structured campaign tracking. Send Auto-Response After storage, every lead receives an automated Gmail reply. The email thanks them for their interest and assures them that the sales team will follow up within 24 hours. Why use this? Captures and organizes leads from multiple channels in one workflow. Flags and escalates high-budget leads instantly to sales. Routes leads to the right system (HubSpot, Google Sheets, Airtable) based on their source. Automates acknowledgment emails, improving response time and customer experience. Saves manual effort by centralizing lead capture, qualification, and routing in one place.

How it works This workflow automates the handling of new lead responses received in Gmail. It captures emails with a specific label, analyzes the message using AI to determine sentiment, intent, urgency, next action, and priority, and then decides whether follow-up is needed. If required, it creates tasks in HubSpot, notifies the sales team via Slack, and logs all details into Google Sheets for tracking. Step-by-step Trigger on New Lead Email Workflow starts whenever a new email with a defined Gmail label arrives. Captures the sender’s email, subject, message snippet, and timestamp. Normalize Email Data Standardizes Gmail fields into structured values: leadEmail (sender’s address) subject (email subject) message (email content snippet) source (Gmail) receivedAt (timestamp) AI-Powered Lead Analysis Uses OpenAI to analyze the lead’s message. Extracts: Sentiment (Positive / Neutral / Negative) Intent (Interested, Not Interested, Needs Info, Ready to Buy, Objection) Urgency (High / Medium / Low) Next Action (Call, Email, Demo, Quote, No Action) Summary (1–2 sentence description) Priority (Hot / Warm / Cold) Parsed results are merged with the original email data. Flags are added: needsFollowUp (true/false) isHighPriority (true/false) Decision: Needs Follow-Up? If AI suggests a follow-up action, the workflow continues. Otherwise, the process stops here. Create HubSpot Task Automatically creates a HubSpot CRM task for the sales team. Task includes email subject, body, and lead details. Notify Sales Team on Slack Sends a formatted message to Slack with key lead insights: Summary Lead email Priority Urgency Date of analysis Log Lead Data to Google Sheets Appends structured data to Google Sheets for record-keeping. Stores all fields: Email, Date, Subject, Message, Sentiment, Intent, Urgency, Next Action, Summary, and Priority. Why use this? Automates lead triage directly from Gmail. Saves time by using AI-powered analysis instead of manual review. Ensures no potential lead is missed by logging into Google Sheets. Provides instant sales team alerts on high-priority leads. Integrates seamlessly with HubSpot CRM for structured follow-up. Keeps your sales pipeline efficient, organized, and proactive.

🚀 What this template does Automatically finds and enriches key contacts in a deal’s buying group by combining the company domain from the HubSpot deal with the buying group criteria you define (departments, seniorities, countries, job titles). It then pushes these contacts into HubSpot and emails your team a clean summary with direct HubSpot links—so no decision-maker falls through the cracks. Before starting, make sure you have: Buying Group Criteria Excel – Contains two sheets: Buying group reference values (reference list) Your Buying Group Criterias (where you define your filters) You’ll import the Excel file into Google Sheets during setup. ❓ What Problem Does This Solve? When a new opportunity/deal is created, sales teams often miss adjacent decision-makers (e.g., VP Sales, Head of Marketing). This template searches for those people, enriches their contact data, adds/updates them in HubSpot, and notifies your team with a one-glance table. 🧰 Prerequisites: To use this template, you’ll need: A self-hosted or cloud instance of n8n A Surfe API Key (Bearer token for People Search & Bulk Enrich) A Google Sheets account (OAuth2 or service account) with access to your criteria sheet A HubSpot developer account (for the HubSpot Deal Trigger) A HubSpot normal account (where there is your deals, contacts, companies) A Gmail account to send the enrichment summary email The workflow JSON file (included with this tutorial) Buying Group Criteria Excel (included with this tutorial) 📌 Your input (Google Sheets) This workflow uses a Google Sheet with two tabs: Buying group reference values – A read-only reference list of all available options for the departments and seniorities columns. You’ll use this list to choose your search filters. Your Buying Group Criterias – The sheet where you define the actual filters used in the workflow. ⚠️ Before you start: Import the provided Excel file into your Google Sheets account so both tabs appear exactly as in the template. How to fill it the tab “Your Buying Group Criterias”: departments (Column A) → Select one or more values from the reference tab. Only rows containing a value will be used in the search. seniorities (Column B) → Select one or more values from the reference tab. Only rows containing a value will be used in the search. countries (Column C) → Enter any ISO Alpha-2 country codes (e.g., fr, gb, de). This is a free-text filter. jobTitles (Column D) → Enter any job title keywords you want to search for (e.g., CTO, Head of Marketing). This is also a free-text filter. The workflow will read the filled cells from each column, clean duplicates, and pass them to the Surfe People Search API. ⚙️ Setup Instructions 4.1 🔐 Create Your Credentials in n8n 4.1.1 📊 Google Sheets OAuth2 API Go to n8n → Credentials Create new credentials: Type: Google Sheets OAuth2 API Here a pop-up will open where you can login to your Google account from where you will read the Google Sheets When it’s done you should see this on n8n 4.1.2 📧 Gmail OAuth2 API Go to n8n → Credentials Create new credentials: Type: Gmail OAuth2 API A pop-up window will appear where you can log in with your Google account that is linked to Gmail Make sure you grant email send permissions when prompted 4.1.3 🚀 Surfe API In your Surfe dashboard → Use Surfe Api → copy your API key Go to n8n → Credentials → Create Credential Choose Credential Type: Bearer Auth Name it something like SURFE API Key Paste your API key into the Bearer Token Save 4.1.4 🎯 HubSpot OAuth2 API Go to n8n → Credentials → Create Credential → HubSpot Oauth2 API Here make sure to select your normal hubspot account where your companies, deals and contacts are and not the hubspot-developers-xxx.com Done ✅ 4.1.5 🔓 HubSpot Private App Token Go to HubSpot → Settings → Integrations → Private Apps Create an app with scopes: crm.objects.contacts.read crm.objects.contacts.write crm.schemas.contacts.read Save the App token Go to n8n → Credentials → Create Credential → HubSpot App Token Paste your App Token 4.1.6 🎯 HubSpot Developer Api: In order to Use the HubSpot Trigger node, you need to setup HubSpot Developer Api To configure this credential, you'll need a HubSpot developer account and: A Client ID: Generated once you create a public app. A Client Secret: Generated once you create a public app. A Developer API Key: Generated from your Developer Apps dashboard. An App ID: Generated once you create a public app. To create the public app and set up the credential: Log into your HubSpot app developer account. Select Apps from the main navigation bar. Select Get HubSpot API key. You may need to select the option to Show key. Copy the key and enter it in n8n as the Developer API Key. Still on the HubSpot Apps page, select Create app. On the App Info tab, add an App name, Description, Logo, and any support contact info you want to provide. Anyone encountering the app would see these. Open the Auth tab. Copy the App ID and enter it in n8n. Copy the Client ID and enter it in n8n. Copy the Client Secret and enter it in n8n. In the Scopes section, select Add new scope. Add all the scopes listed in Required scopes for HubSpot Trigger node to your app. Select Update. Copy the n8n OAuth Redirect URL and enter it as the Redirect URL in your HubSpot app. Select Create app to finish creating the HubSpot app. Refer to the HubSpot Public Apps documentation for more detailed instructions. You should see this on n8n at the end. ✅ You are now all set for the credentials 4.2 📥 Import and Configure the N8N Workflow Import the provided JSON workflow into N8N Create a New Blank Workflow click the … on the top left Import from File 4.2.1 🔗 Link Nodes to Your Credentials In the workflow, link your newly created credentials to each node of this list : Google Sheets -> Credentials to connect with → Google Sheets Account Gmail Node Credentials to connect with → Gmail account HubSpot: Create or Update →Credentials to connect with → Huspot App Token Account HubSpot Get Company →Credentials to connect with → Huspot App Token Account HubSpot get deal →Credentials to connect with → Huspot App Token Account HubSpot Trigger →Credentials to connect with → Huspot Developer account HTTP Node GET deal associated companies from HUBSPOT → Credential Type → Hubspot OAuth2 API Surfe HTTP nodes: Authentication → Generic Credential Type Generic Auth Type → Bearer Auth Bearer Auth → Select the credentials you created before Surfe HTTP nodes 4.2.2 🔧 Additional Setup for the node Google Sheets READ CRITERIAS: Paste the url of your google sheets in Document → By URL Select the sheet Your Buying Group Criterias 🔄 How This N8N Workflow Works A new deal is created in HubSpot, which triggers the workflow. The workflow retrieves the company domain linked to that deal. It reads the buying group criteria from your Google Sheet (departments, seniorities, countries, job titles). These criteria are combined with the company domain to create a search payload for Surfe’s People Search API (limited to 200 people per run). Matching contacts are then sent to Surfe’s Bulk Enrichment API to retrieve emails, phone numbers, and other details. n8n polls Surfe until the enrichment job is complete. Enriched contact data is extracted and filtered so that only contacts with at least one valid email or phone number remain. These contacts are created or updated in HubSpot. Finally, a Gmail summary email is sent to your team with a clean table of the new or updated contacts and direct links to view them in HubSpot. 🧩 Use Cases Net-new deal created → instantly surface the rest of the buying group and enrich contacts. 🛠 Customization Ideas 🔁 Add retry logic for failed Surfe enrichment jobs 📤 Log enriched contacts into a Google Sheet or Airtable for auditing 📊 Extend the flow to generate a basic summary report of enriched vs rejected contacts ⏳ Trigger the enrichment not only on deal creation but also at a specific deal stage change 📧 Send the summary email to multiple recipients or a team mailing list ✅ Summary This template automates buying-group discovery and enrichment off a new HubSpot deal, writes enriched contacts back to HubSpot, and emails a neat table to your team—so reps focus on outreach, not admin. Import it, connect credentials, point at your criteria sheet, and Let Surfe do the rest.

How it works This workflow enriches and personalizes your lead profiles by integrating HubSpot contact data, scraping social media information, and using AI to generate tailored outreach emails. It streamlines the process from contact capture to sending a personalized email — all automatically. The system fetches new or updated HubSpot contacts, verifies and enriches their Twitter/LinkedIn data via Phantombuster, merges the profile and engagement insights, and finally generates a customized email ready for outreach. Step-by-step Trigger & Input HubSpot Contact Webhook: Fires when a contact is created or updated in HubSpot. Fetch Contact: Pulls the full contact details (email, name, company, and social profiles). Update Google Sheet: Logs Twitter/LinkedIn usernames and marks their tracking status. Validation Validate Twitter/LinkedIn Exists: Checks if the contact has a valid social profile before proceeding to scraping. Social Media Scraping (via Phantombuster) Launch Profile Scraper & 🎯 Launch Tweet Scraper: Triggers Phantombuster agents to fetch profile details and recent tweets. Wait Nodes: Ensures scraping completes (30–60 seconds). Fetch Profile/Tweet Results: Retrieves output files from Phantombuster. Extract URL: Parses the job output to extract the downloadable .json or .csv data file link. Data Download & Parsing Download Profile/Tweet Data: Downloads scraped JSON files. Parse JSON: Converts the raw file into structured data for processing. Data Structuring & Merging Format Profile Fields: Maps stats like bio, followers, verified status, likes, etc. Format Tweet Fields: Captures tweet data and associates it with the lead’s email. Merge Data Streams: Combines tweet and profile datasets. Combine All Data: Produces a single, clean object containing all relevant lead details. AI Email Generation & Delivery Generate Personalized Email: Feeds the merged data into OpenAI GPT (via LangChain) to craft a custom HTML email using your brand details. Parse Email Content: Cleans AI output into structured subject and body fields. Sends Email: Automatically delivers the personalized email to the lead via Gmail. Benefits Automated Lead Enrichment — Combines CRM and real-time social media data with zero manual research. Personalized Outreach at Scale — AI crafts unique, relevant emails for each contact. Improved Engagement Rates — Targeted messages based on actual social activity and profile details. Seamless Integration — Works directly with HubSpot, Google Sheets, Gmail, and Phantombuster. Time & Effort Savings — Replaces hours of manual lookup and email drafting with an end-to-end automated flow.

Use case This workflow automatically qualifies great leads from a form and sends them an email 😮.. It also adds the user to Hubspot if not already added and records the outreach. How to setup Add you MadKudu, Hunter, and Gmail credentials Setup your HubSpot Oauth2 creds using n8n docs Set the email content and subject Click the Test Workflow button, enter your email and check the Slack channel Activate the workflow and use the form trigger production URL to collect your leads in a smart way How to adjust this template You may want to raise or lower the threshold for your leads, as you see fit. You also need to update the content (the email and the subject), obviously 😅.

Use Case Following up at the right time is one of the most important parts of sales. This workflow uses Gmail to send outreach emails to Hubspot contacts that have already been contacted only once more than a month ago, and records the engagement in Hubspot. Setup Setup HubSpot Oauth2 creds (Be careful with scopes. They have to be exact, not less or more. Yes, it’s not simple, but it’s well documented in the n8n docs. Be smarter than me, read the docs) Setup Gmail creds. Change the email variables in the Set keys node How to adjust this template There's plenty to do here because the approach here is really just a starting point. Most important here is to figure out what your rules are to follow up. After a month? More than once? Also, remember to update the follow-up email! Unless you want to sell n8n 😉

Use case This workflow uses Gmail to send outreach emails to new Hubspot contacts that have yet to be contacted (usually unknown contacts), and records the outreach in Hubspot. Setup Setup HubSpot Oauth2 creds (Be careful with scopes. They have to be exact, not less or more. Yes, it's not simple, but it's well documented in the n8n docs. Be smarter than me, read the docs) Setup Gmail creds. Change the from email and from name in the Record outreach in HubSpot node How to adjust this template to your needs Change the email message in the Set keys node Think about your criteria to reach out to new contacts. Here we simply filter for only contacts with unknown dates.