Automatically close cold HubSpot deals with Gmail feedback & Slack notifications

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

1. 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.

2. 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.

3. 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.

4. 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.