HubSpot and Notion integration

Graceful Client Onboarding Concierge — Pro A warm, reliable onboarding system for small businesses and studios. Captures a form submission via webhook, creates a Client record in Notion, sends a concierge-style welcome email (with scheduler + optional contract link), optionally pings the owner on Telegram, mirrors the lead to Airtable/HubSpot, places a temporary Google Calendar hold, and includes a double opt-in confirmation link. Made for: coaches, designers, boutique agencies, e-commerce and service providers who want consistent follow-up without manual busywork. What it does (flow) Trigger:** Form ➜ POST /client-intake (or Manual Trigger for instant demo) Normalize & Score:** Map fields, auto-generate optInToken, compute score and tier Create in Notion:** Clients page (Name, Email, Package, Notes, Status, Score, Tier, OptInToken, Consent=false) Welcome Email:** industry-tuned copy + scheduler link (+ contract link for Growth/Pro/Custom packages) Owner Notify (optional):** Telegram ping with tier + score CRM Mirrors (optional):** Create Airtable row and/or HubSpot contact Calendar Hold (optional):** 30-min “Intro Hold” event (e.g., now + 48h) Double Opt-In:** /optin-confirm?token=...&email=... sets Consent=true & Status=Confirmed in Notion Error Handling:** On failure, send an email to the owner flowchart TD A[Form → Webhook /client-intake] --> B[Map Intake + Score Lead] B --> C[Notion: Create Client] B --> D[Build Welcome Email] D --> E[Email: Send Welcome] D --> F{Optional actions} F -->|Telegram| G[Telegram: Notify Owner] F -->|Airtable| H[Airtable: Create Row] F -->|HubSpot| I[HubSpot: Create Contact] F -->|Calendar Hold| J[Google Calendar: Create Hold] K[GET /optin-confirm] --> L[Find Notion by OptInToken] --> M[Update: Consent=true, Status=Confirmed] ER[Error Trigger] --> EH[Email Owner] Prerequisites Notion* database Clients* with properties: Name (title), Email (email), Package (select), Notes (rich text), Status (select), Score (number), Tier (select), OptInToken (text), Consent (checkbox) (CSV header provided in the Sticky note on canvas.) Email** (SMTP or Gmail OAuth) Optional:** Telegram Bot + Chat ID, Airtable (Base ID + Table), HubSpot (Contacts), Google Calendar (Calendar ID) Configuration (Set these in Set: User Config) NOTION_DB_ID = your Notion Clients DB ID FROM_EMAIL = sender address for welcome email OWNER_EMAIL = where error notifications go SCHEDULER_URL = booking link (Calendly, Once, etc.) BASE_URL = your public n8n domain (for opt-in link) CONTRACT_BASE_URL = (optional) proposal/contract URL base ENABLE_TELEGRAM = true|false TELEGRAM_CHAT_ID = (if enabled) ENABLE_AIRTABLE = true|false AIRTABLE_BASE_ID = (if enabled) AIRTABLE_TABLE = (if enabled) ENABLE_HUBSPOT = true|false ENABLE_CAL_HOLD = true|false CALENDAR_ID = "primary" or calendar ID HOLD_HOURS_FROM_NOW = number of hours (default 48) INDUSTRY = coaching | design_studio | ecommerce | services Credentials: Attach in node credentials panels (no secrets in JSON). How to use Import the workflow JSON. Open Set: User Config and fill required values (see above). Attach credentials: Notion + Email; optional Telegram/Airtable/HubSpot/Google Calendar. Run Manual Trigger to simulate an intake and verify: Notion page created Welcome email received Optional Telegram/CRM/Calendar actions Switch your form to the Production Webhook URL shown in the Client Intake Webhook node. Sample JSON (for testing the live webhook): {"name":"Ava Laurent","email":"[email protected]","package":"Growth","message":"Excited to begin!"} Double opt-in: The welcome email includes a link like https://YOUR-N8N-DOMAIN/webhook/optin-confirm?token=...&email=... Clicking it sets Consent=true and Status=Confirmed on the Notion record. Industry-tuned welcome copy Set INDUSTRY to control phrasing automatically: coaching – gentle goals/blocks framing design_studio – asset handoff + milestone language ecommerce – store link + quick-win focus services – general service language Submission compliance ✅ Manual Trigger path for instant demo ✅ Markdown sticky notes with clear H2 sections (README, Prereqs + CSV, Setup, Testing, Compliance, Changelog) ✅ No hardcoded API keys (credentials only) ✅ Timezone-safe ISO times for calendar hold ✅ Clear placeholders and copy-paste CSV headers included Troubleshooting (quick) No email:** attach Email creds; ensure FROM_EMAIL is allowed by your provider. No Notion page:** verify NOTION_DB_ID and property names; check Notion permissions. Webhook issues:* ensure your form sends JSON*; adapt mapping for form-encoded payloads. Opt-in link fails:** BASE_URL must be your public n8n domain; workflow must be active. Calendar hold not created:** set ENABLE_CAL_HOLD=true, attach Google Calendar creds, confirm CALENDAR_ID. Tags: onboarding, notion, email, crm, telegram, airtable, hubspot, calendar, double-opt-in, small business, concierge, women-led brands Version: v3 (see Changelog sticky on canvas)

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 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