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

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.