Design scalable sync workflows with Data Tables, ProspectPro and HubSpot

This template is a pattern library (one importable workflow) that shows a repeatable way to structure n8n automations so they remain easy to extend, cheaper to run, and safer to scale.

It’s intentionally opinionated and dry: the goal is not “plug & play”, but a set of proven building blocks you can copy into your own workflows.

Problems this framework solves

• Spaghetti workflows that are hard to change
  A consistent split into Trigger → Manager → Function → Utility so changes don’t ripple through everything.
• Duplicate processing when runs overlap
  Uses “in progress / success / error” indicators so the trigger can skip items that are already being processed.
• Unnecessary re-runs that keep failing
  Items that fail can be marked/parked, so you don’t burn executions repeating the same error.
• Execution costs exploding over time
  Offers polling + batching alternatives when “one event = one execution” becomes too expensive.
• Rate limits and API throttling under load
  Includes rate-limited processing patterns (delays/throttling) to smooth spikes.
• Missed items during downtime, deploys, or restarts
  Stores sync state (e.g., lastSync) in n8n Data Tables instead of relying on in-memory state.
• Long-running pagination that becomes fragile
  Demonstrates manual “page-wise” pagination (fetch N → process N → checkpoint → repeat) to avoid huge in-memory batches.
• Debugging incidents without visibility
  Includes an error workflow pattern (Error Trigger + notification) and structured error logging.

What you get in this template

• Trigger patterns (simple and rate-limited)
• Polling / batching patterns (basic → more robust → fully configurable with pagination)
• A “manager” pattern for stateful processing and overlap protection
• Function + utility workflow examples for reusability
• Error logging to a Data Table and an example Telegram alert

Requirements / setup

• n8n version that includes the Data Table node
• Create/replace Data Tables used in the template (e.g. Timestamps, Errors)
• Example nodes use ProspectPro, HubSpot, and Telegram (optional). Replace these with your own tools if you’re not using them.

Important notes

• This is not a finished automation. Import it, then choose the pattern(s) you need and swap the example “get items / process item” steps for your own logic.
• Some patterns include looping/recursion options—configure stop conditions carefully to avoid unintended infinite runs.
• This framework is one effective route to scalable n8n systems, not the only one.

Note: this is a living document that will be updated periodically.