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Automatically Close Cold HubSpot Deals with Gmail Feedback & Slack Notifications

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Created by: Avkash Kakdiya || itechnotion

Avkash Kakdiya

Last update

Last update 2 days ago

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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.