Send proposal follow-ups and update deals with HubSpot, Gmail, Sheets and Slack

Quick Overview

This workflow runs every weekday morning to find HubSpot deals with stale proposal activity, pulls the associated contact email, enforces opt-out and follow-up limits using Google Sheets, sends a value-based follow-up via Gmail, updates the HubSpot deal stage, and notifies the sales team in Slack with error alerts.

How it works

1. Runs on a weekday schedule at 9:00 AM.
2. Pulls all HubSpot deals and filters to those with no activity in the last 3 days, extracting the associated contact ID and key deal fields.
3. Fetches the associated HubSpot contact to get the prospect’s email and opt-out status, and skips contacts who are opted out or missing an email.
4. Looks up the deal in a Google Sheets FollowUpLog to count prior “Follow-Up Email Sent” actions and stops processing if the deal has already reached 3 follow-ups.
5. Alerts a Slack channel when the follow-up cap is reached so a salesperson can take manual action.
6. Sends a follow-up email via Gmail using a high-value template for deals ≥ 5000 and a standard template otherwise, then updates the deal stage in HubSpot.
7. Appends the follow-up action to Google Sheets and posts a Slack notification to the sales team, while sending a separate Slack alert if any step errors.

Setup

1. Add HubSpot OAuth2 credentials and ensure deals have an associated contact with an email address.
2. Add Google Sheets credentials, create a sheet/tab named “FollowUpLog” with columns like “Deal ID” and “Action”, and replace REPLACE_WITH_YOUR_SHEET_ID with your spreadsheet ID.
3. Add Gmail credentials for the mailbox that sends the follow-up emails.
4. Add Slack OAuth2 credentials and set the correct destination channels for the sales notifications, max-follow-up alerts, and error alerts.
5. Update the HubSpot deal stage value (currently set to "decisionmakerboughtin") and the deal amount threshold (currently 5000) to match your pipeline rules.