Project Overview

• Tools used: HubSpot, OpenAI GPT, Gmail, Google Sheets, Zapier
• Logic used: CRM activity trigger + Conditional filters + Prompt routing
• Main goal: Automatically generate and send AI-personalized emails based on deal context
• Outcome: Smart follow-up system for pipeline stagnation, language-specific messaging, and internal logging

This automation monitors updates in HubSpot deals. When specific conditions are met (e.g. inactivity or deal naming patterns), it triggers an AI-generated message via GPT, sends the message using Gmail, and logs the full context and output in Google Sheets for tracking and analysis.

Step 1 — Trigger: HubSpot → Deal Stage Updated

This automation begins when a deal’s stage is updated in the "Remote Client SaaS" pipeline, signaling a potential change in client activity. ⬇️

Step 2 — Filter: Only Deals in “Appointment Scheduled” Stage

We use a conditional filter to proceed only if the deal is in a specific stage that typically precedes long pauses (e.g. "Appointment Scheduled"). This helps target only potentially dormant leads. ⬇️

Step 3 — HubSpot: Find Contact (from Deal Email)

We retrieve the contact info (name and email) tied to the deal, allowing us to personalize the message later. The email is extracted from the deal object’s associated client. ⬇️