AI-Powered Email to HubSpot CRM Sync & Engagement
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Automatically capture incoming emails, intelligently extract contact details using AI, and seamlessly log them as engagements in HubSpot, creating new contacts when necessary. Streamline your lead management and never miss valuable customer interactions again.
About This Workflow
This powerful n8n workflow revolutionizes how you manage incoming emails and customer relationships in HubSpot. It starts by detecting new emails from any configured account (IMAP, Gmail, etc.). An integrated AI model (GPT-4o mini by default) then meticulously parses the email content, extracting vital contact information like names, email addresses, phone numbers, company details, and location. The workflow intelligently searches your HubSpot CRM for an existing contact. If found, it logs the original email as a new engagement against that contact. If no matching contact exists, it automatically creates a new contact in HubSpot using the AI-extracted data and then records the email as an engagement, ensuring your CRM is always up-to-date and every interaction is captured.
Key Features
- Automated Email Ingestion: Triggers automatically upon receiving new emails from IMAP or other configured email accounts.
- AI-Powered Data Extraction: Utilizes advanced AI (e.g., OpenAI's GPT-4o mini) to intelligently parse email content and extract structured contact information.
- Smart HubSpot Contact Management: Searches for existing contacts by email; creates new contacts if none are found.
- Automatic Engagement Logging: Records full email conversations as engagements in HubSpot, linked to the correct contact.
- Customizable AI Prompts: Easily modify the AI prompt to extract specific data fields relevant to your business needs.
How To Use
- Configure Email Trigger: Set up the
When an email is receivednode with your IMAP, Gmail, or other email account credentials to start receiving emails. - Connect OpenAI: Ensure the
OpenAI Chat Modelnode is linked to your OpenAI API key for AI parsing. - Refine AI Prompt: Customize the prompt in the
Parse the mail with AInode to accurately extract the specific contact details you require (e.g., company size, industry). - Connect HubSpot: Provide your HubSpot OAuth2 credentials to the
Search for the contact via email,Creates contact, andCreates an email engagementnodes. - Adjust Output Schema (Optional): If you modify the AI prompt for different data, update the
jsonSchemaExamplein theSet the output Jsonnode to match your desired output structure for consistent data formatting.
Apps Used
Workflow JSON
{
"id": "c02c03c2-c8c5-46e9-b46c-c9d6f75c17d5",
"name": "AI-Powered Email to HubSpot CRM Sync & Engagement",
"nodes": 29,
"category": "Sales",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: c02c03c2-c8c5...
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