{"workflow":{"id":13461,"name":"Hubspot AI Manager - Automate your CRM!","views":50,"recentViews":0,"totalViews":50,"createdAt":"2026-02-17T10:46:04.536Z","description":"## Video Introduction\n[![Video Walkthrough](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_reczH8mtRj3GIIRiU.jpg)](https://youtu.be/GBKXYh2j74o)\n\n#### Want to automate your inbox or need a custom workflow? [📞 Book a Call](https://smoothwork.ai/book-a-call/) | [💬 DM me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n\n---\n\n## What This Workflow Does\n\nThis workflow creates an intelligent AI assistant that manages your HubSpot contacts through natural conversation. Instead of manually navigating the HubSpot interface, you can simply chat with the agent to search for contacts by email or company name, add new leads, or update existing records. The AI automatically determines which action to take based on your chat input and can handle multiple operations in a single conversation.\n\n## Key Features\n\n- **Natural language contact search**: Find contacts by email address or company name using conversational commands\n- **Smart contact creation**: Add new contacts by providing details in natural language—the AI extracts email, name, and company information automatically\n- **Duplicate prevention**: Uses HubSpot's \"\"create or update\"\" functionality to prevent duplicate entries\n- **Conversation memory**: Remembers context from previous messages in the same chat session\n- **Multi-tool intelligence**: The AI agent automatically selects the appropriate tool based on your request\n\n## Common Use Cases\n\n- Quickly add leads captured from conversations, emails, or meetings without opening HubSpot\n- Search for contact information during calls or meetings\n- Update contact details through simple chat commands\n- Bulk contact lookups by company for account research\n- Enable non-technical team members to manage CRM data through conversation\n\n## Setup Instructions\n\n**HubSpot Configuration:**\n\n1. Create a developer account at `developers.hubspot.com` using your existing HubSpot login\n2. Navigate to **Legacy Apps** in the left-hand menu and create a new **private app**\n3. Give your app a name and move to the **Scopes** tab\n4. Add the following permissions:\n   - `crm.objects.contacts.read`\n   - `crm.objects.contacts.write`\n5. Click **Create app**\n6. In the **Auth** tab, reveal and copy your **Access token**\n7. In n8n, create a new HubSpot credential using **APP Token** as the connection method and paste your token\n\n**OpenAI Configuration:**\n\n- Ensure you have an OpenAI API account with valid credentials configured in n8n\n- The workflow uses GPT-5.2 by default, but you can select any compatible OpenAI model based on your needs and budget\n\n## Configuration Notes\n\nThe workflow includes three HubSpot tools that the AI can use:\n- Search contacts by email address\n- Search contacts by company name\n- Create or update a contact\n\nAll contact properties (email, first name, last name, company name) are set to be automatically defined by the AI model based on your chat input. The agent intelligently chooses which tool to use based on your request—no need to specify which action you want.","workflow":{"meta":{"instanceId":"c8c9ba5d3eb26ae47a06d24ff164a01c0d73ed4753a74903c2bb609d434a0f6b","templateCredsSetupCompleted":true},"nodes":[{"id":"62cd6216-1bd6-4553-9684-c3a7b2df6fc6","name":"When Chat Message Received from User","type":"@n8n/n8n-nodes-langchain.chatTrigger","position":[0,0],"webhookId":"5ce1ba44-8c43-47bf-85e8-67ecad77b2de","parameters":{"options":{}},"typeVersion":1.4},{"id":"2f316528-ac2b-4106-a5a3-4a596ee96e98","name":"HubSpot Contact Management Agent","type":"@n8n/n8n-nodes-langchain.agent","position":[208,0],"parameters":{"options":{}},"typeVersion":3},{"id":"7b189f06-6351-4cfc-9575-df8c283cc969","name":"OpenAI Chat Model","type":"@n8n/n8n-nodes-langchain.lmChatOpenAi","position":[80,208],"parameters":{"model":{"__rl":true,"mode":"list","value":"gpt-5.2","cachedResultName":"gpt-5.2"},"options":{},"builtInTools":{}},"credentials":{"openAiApi":{"id":"IscXryYQZrfSUSkH","name":"OpenAi account"}},"typeVersion":1.3},{"id":"0af6c915-73a7-4383-9c76-7fb16ffb82f3","name":"Chat Conversation Memory","type":"@n8n/n8n-nodes-langchain.memoryBufferWindow","position":[224,208],"parameters":{},"typeVersion":1.3},{"id":"d672b884-00f9-41c1-9593-0a1281848350","name":"Create or update a contact in HubSpot","type":"n8n-nodes-base.hubspotTool","position":[608,192],"parameters":{"email":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Email', ``, 'string') }}","options":{},"authentication":"appToken","additionalFields":{"lastName":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Last_Name', ``, 'string') }}","firstName":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('First_Name', ``, 'string') }}","companyName":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Company_Name', ``, 'string') }}"}},"credentials":{"hubspotAppToken":{"id":"vQ1hgJJHWpA1Imcz","name":"HubSpot account"}},"typeVersion":2.2},{"id":"3e76b70b-fed5-4437-9457-dca5a0a692f4","name":"Find Contact by Company Name","type":"n8n-nodes-base.hubspotTool","position":[464,224],"parameters":{"operation":"search","returnAll":true,"authentication":"appToken","filterGroupsUi":{"filterGroupsValues":[{"filtersUi":{"filterValues":[{"value":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('filterGroupsValues0_filterValues0_Value', ``, 'string') }}","operator":"CONTAINS_TOKEN","propertyName":"company|string"}]}}]},"additionalFields":{}},"credentials":{"hubspotAppToken":{"id":"vQ1hgJJHWpA1Imcz","name":"HubSpot account"}},"typeVersion":2.2},{"id":"a139f8ad-d7e3-4d84-b6ea-20f71308ece4","name":"Search contacts in HubSpot","type":"n8n-nodes-base.hubspotTool","position":[368,208],"parameters":{"operation":"search","returnAll":true,"authentication":"appToken","filterGroupsUi":{"filterGroupsValues":[{"filtersUi":{"filterValues":[{"value":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('filterGroupsValues0_filterValues0_Value', ``, 'string') }}","operator":"CONTAINS_TOKEN","propertyName":"email|string"}]}}]},"additionalFields":{}},"credentials":{"hubspotAppToken":{"id":"vQ1hgJJHWpA1Imcz","name":"HubSpot account"}},"typeVersion":2.2},{"id":"doc-note-1771263655471","name":"Workflow Description","type":"n8n-nodes-base.stickyNote","position":[-700,-150],"parameters":{"width":600,"height":829,"content":"## Workflow Overview\n\nThis workflow creates an intelligent AI assistant that can manage your HubSpot contacts through natural conversation. Simply chat with the agent to search for contacts, add new leads, or update existing records—no need to navigate the HubSpot interface directly.\n\n### First Setup\n\n**HubSpot Configuration:**\n1. Create a developer account at `developers.hubspot.com`\n2. Navigate to **Legacy Apps** and create a new **private app**\n3. Add the following scopes under the **Scopes** tab:\n   - `crm.objects.contacts.read`\n   - `crm.objects.contacts.write`\n4. Copy the **Access token** from the **Auth** tab\n5. In n8n, create a HubSpot credential using the **APP Token** method and paste your token\n\n**OpenAI Configuration:**\n- Ensure you have an OpenAI API account and valid credentials configured in n8n\n\n### Configuration\n\n- **AI Model**: The workflow uses GPT-5.2, but you can select any compatible OpenAI model based on your needs and budget\n- **HubSpot Tools**: Three tools are configured:\n  - Search contacts by email\n  - Search contacts by company name\n  - Create or update a contact\n- The AI automatically determines which tool to use based on your chat input"},"typeVersion":1},{"id":"contact-note-1771263708644","name":"Creator Contact Info","type":"n8n-nodes-base.stickyNote","position":[-700,-610],"parameters":{"color":5,"width":600,"height":440,"content":"# Contact Us:\n## Milan @ SmoothWork - [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n![Milan](https://gravatar.com/avatar/95700d17ba300a9f14c1b8cacf933df7720027b3adda9cbe6183d89142925422?r=pg&d=retro&size=100)\n\n\n### We help businesses eliminate busywork by building compact business tools tailored to your process.\n### Contact us for customizing this, or building similar automations.\n\n📧 hello@smoothwork.ai\n▶️ [Check us on YouTube](https://www.youtube.com/@vasarmilan)\n📞 [Book a Free Consulting Call](https://smoothwork.ai/book-a-call/)\n💼 [Add me on Linkedin](https://www.linkedin.com/in/mil%C3%A1n-v%C3%A1s%C3%A1rhelyi-3a9985123/)\n"},"typeVersion":1},{"id":"video-note-1771324743907","name":"Video Walkthrough","type":"n8n-nodes-base.stickyNote","position":[-90,-610],"parameters":{"width":420,"height":340,"content":"# Video Walkthrough\n[![image.png](https://vasarmilan-public.s3.us-east-1.amazonaws.com/blog_thumbnails/thumbnail_reczH8mtRj3GIIRiU.jpg)](https://youtu.be/GBKXYh2j74o)"},"typeVersion":1}],"pinData":{},"connections":{"OpenAI Chat Model":{"ai_languageModel":[[{"node":"HubSpot Contact Management Agent","type":"ai_languageModel","index":0}]]},"Chat Conversation Memory":{"ai_memory":[[{"node":"HubSpot Contact Management Agent","type":"ai_memory","index":0}]]},"Search contacts in HubSpot":{"ai_tool":[[{"node":"HubSpot Contact Management Agent","type":"ai_tool","index":0}]]},"Find Contact by Company Name":{"ai_tool":[[{"node":"HubSpot Contact Management Agent","type":"ai_tool","index":0}]]},"When Chat Message Received from User":{"main":[[{"node":"HubSpot Contact Management Agent","type":"main","index":0}]]},"Create or update a contact in HubSpot":{"ai_tool":[[{"node":"HubSpot Contact Management 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https://www.youtube.com/@vasarmilan","verified":true,"links":["https://smoothwork.ai"],"avatar":"https://gravatar.com/avatar/95700d17ba300a9f14c1b8cacf933df7720027b3adda9cbe6183d89142925422?r=pg&d=retro&size=200"},"nodes":[{"id":565,"icon":"fa:sticky-note","name":"n8n-nodes-base.stickyNote","codex":{"data":{"alias":["Comments","Notes","Sticky"],"categories":["Core Nodes"],"nodeVersion":"1.0","codexVersion":"1.0","subcategories":{"Core Nodes":["Helpers"]}}},"group":"[\"input\"]","defaults":{"name":"Sticky Note","color":"#FFD233"},"iconData":{"icon":"sticky-note","type":"icon"},"displayName":"Sticky Note","typeVersion":1,"nodeCategories":[{"id":9,"name":"Core Nodes"}]},{"id":1119,"icon":"fa:robot","name":"@n8n/n8n-nodes-langchain.agent","codex":{"data":{"alias":["LangChain","Chat","Conversational","Plan and 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