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Automate Gmail Lead Follow-Up with OpenAI GPT-4O, HubSpot, Slack & Google Sheets

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Created by: Avkash Kakdiya || itechnotion

Avkash Kakdiya

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Last update 10 hours ago

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How it works

This workflow automates the handling of new lead responses received in Gmail. It captures emails with a specific label, analyzes the message using AI to determine sentiment, intent, urgency, next action, and priority, and then decides whether follow-up is needed. If required, it creates tasks in HubSpot, notifies the sales team via Slack, and logs all details into Google Sheets for tracking.

Step-by-step

Trigger on New Lead Email

  • Workflow starts whenever a new email with a defined Gmail label arrives.

  • Captures the sender’s email, subject, message snippet, and timestamp.

Normalize Email Data

  • Standardizes Gmail fields into structured values:

    • leadEmail (sender’s address)

    • subject (email subject)

    • message (email content snippet)

    • source (Gmail)

    • receivedAt (timestamp)

AI-Powered Lead Analysis

  • Uses OpenAI to analyze the lead’s message.

  • Extracts:

    • Sentiment (Positive / Neutral / Negative)

    • Intent (Interested, Not Interested, Needs Info, Ready to Buy, Objection)

    • Urgency (High / Medium / Low)

    • Next Action (Call, Email, Demo, Quote, No Action)

    • Summary (1–2 sentence description)

    • Priority (Hot / Warm / Cold)

  • Parsed results are merged with the original email data.

  • Flags are added:

    • needsFollowUp (true/false)

    • isHighPriority (true/false)

Decision: Needs Follow-Up?

  • If AI suggests a follow-up action, the workflow continues.

  • Otherwise, the process stops here.

Create HubSpot Task

  • Automatically creates a HubSpot CRM task for the sales team.

  • Task includes email subject, body, and lead details.

Notify Sales Team on Slack

  • Sends a formatted message to Slack with key lead insights:

    • Summary

    • Lead email

    • Priority

    • Urgency

    • Date of analysis

Log Lead Data to Google Sheets

  • Appends structured data to Google Sheets for record-keeping.

  • Stores all fields: Email, Date, Subject, Message, Sentiment, Intent, Urgency, Next Action, Summary, and Priority.

Why use this?

  • Automates lead triage directly from Gmail.

  • Saves time by using AI-powered analysis instead of manual review.

  • Ensures no potential lead is missed by logging into Google Sheets.

  • Provides instant sales team alerts on high-priority leads.

  • Integrates seamlessly with HubSpot CRM for structured follow-up.

  • Keeps your sales pipeline efficient, organized, and proactive.