Get Started
Screenshot of n8n workflow
FREE TEMPLATE
Automate Gmail HubSpot Client Feedback Routing
15
Views
0
Downloads
14
Nodes
Download Template
Free
Preview Template
Utility Rating
7 / 10
Business Function
Customer Support
Automation Orchestrator
n8n
Integrations
OpenAI
HubSpot
Gmail
Trigger Type
Webhook
Approx setup time ≈ 45 min
Need help setting up this template?
Ask in our free Futurise community
About
Community
Courses
Events
Members
Templates

How to Automate Gmail HubSpot Client Feedback Routing?

Leon Petrou
FREE TEMPLATE
Automate Gmail HubSpot Client Feedback Routing
15
Views
0
Downloads
14
Nodes
Download Template
Free
Preview Template
Utility Rating
7 / 10
Business Function
Customer Support
Automation Orchestrator
n8n
Integrations
OpenAI
HubSpot
Gmail
Trigger Type
Webhook
Approximate setup time ≈ 45 minutes
Need help setting up this template?
Ask in our free Futurise community

Description

Capture client conversations, turn them into short notes, and alert the right person fast. A clean summary also lands in your CRM so your team always sees the latest context. This fits support and customer success teams that handle many calls or meeting transcripts.

Data enters through a web form that asks for the client email and the conversation. An AI model writes a two to three sentence summary. The flow searches HubSpot by the email and adds a meeting note on the contact with that summary. A routing agent reads the full text, picks one owner from your preset list, and uses Gmail to send a focused update. A final screen shows what was sent and to whom.

Setup needs accounts for OpenAI, HubSpot, and Gmail. Add your team addresses in the routing list and make sure the names in the agent prompt match those labels. Expect faster handoffs, fewer mistakes, and a full record after every client touchpoint. Common uses include support escalations from call transcripts, onboarding feedback, and product issue reports. Many teams cut triage from 30 minutes to 3 minutes per case with this approach.

Copy link

Tools Required

OpenAI
Sign up
Pay-as-you-go: GPT-5 at $1.25 per 1M input tokens and $10 per 1M output tokens
n8n
Sign up
$24 / mo or $20 / mo billed annually to use n8n in the cloud. However, the local or self-hosted n8n Community Edition is free.
HubSpot
Sign up
Free: $0 / mo; API access included (private app or OAuth). Limits on Free: 250,000 API calls/day and 100 requests per 10 seconds per private app.
Gmail
Sign up
No cost: Personal Gmail (Gmail API has no usage-based pricing; quotas apply)

What this workflow does?

  • Form capture for client email and conversation text using a hosted form
  • AI summarization that condenses transcripts into two to three sentences
  • HubSpot contact search by email and automatic meeting note creation
  • Configurable routing list where you set the exact team email addresses
  • Routing agent selects one owner and composes a focused Gmail message
  • Gmail tool sends the email from your connected account
  • Completion screen shows the agent output and recipient for quick review
  • Secure credentials with OAuth2 for HubSpot and Gmail and API key for OpenAI

What are the benefits?

  • Reduce manual triage from 30 minutes to 3 minutes per case
  • Streamline owner handoff by up to 80 percent
  • Improve CRM data completeness with summary notes on every contact
  • Connect HubSpot and Gmail in one smooth flow
  • Handle up to 5 times more client notes per day with the same team
  • Cut misrouted emails by using a clear single owner decision

How to set this up?

  1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
  2. You'll need accounts with HubSpot, Gmail and OpenAI. See the Tools Required section above for links to create accounts with these services.
  3. Open the OpenAI Chat Model node. In the credential dropdown, click Create new credential. Add your OpenAI API key from the OpenAI API page and save. Select this credential for the node.
  4. Open the HubSpot nodes. For each one, in the credential dropdown, click Create new credential, choose HubSpot OAuth2, and follow the sign in steps. Save and select the same HubSpot credential for both HubSpot nodes.
  5. Open the Gmail tool node. In the credential dropdown, click Create new credential, choose Gmail OAuth2, approve the requested scopes, then save and select this credential.
  6. Open the node named Define routing emails here. Replace the sample addresses with the real owners for support, product, success, or admin. Save your changes.
  7. Open the Router Agent node. Review the system message options and make sure the labels match the names you used in the routing list. Adjust wording so the agent can pick exactly one owner.
  8. Open the HubSpot search node and confirm the filter uses the email field. Keep the association in the HubSpot meeting node so the note attaches to the found contact.
  9. Activate the workflow. In the Enter Client Transcript trigger node view, open the form URL in a new tab. Submit a test with your own email and a sample conversation.
  10. Check HubSpot for the contact. You should see a new meeting note with the AI summary attached to that contact.
  11. Check the inbox of the selected owner for the Gmail alert. If no email arrives, confirm Gmail scopes, sender account, and spam folder.
  12. Review the completion page output. It should show who was notified and the short message.
  13. Troubleshoot common issues: if no HubSpot contact is found, verify the email exists in HubSpot. If routing seems off, refine the agent prompt or the option names. If OpenAI fails, confirm the API key and selected model.

Need help or want to customize this?

Ask in the Free Futurise Community.

Similar Templates

n8n
Customer Support
Automate Gmail Reply Drafting via Telegram
Turn new Gmail messages into fast reply drafts using a quick voice note on Telegram. Great for customer support and busy teams that need to clear the inbox while on the move. You speak the response, and a clean draft appears in Gmail. Here is how it works. A Gmail trigger checks for new messages in the Inbox every minute. An AI check decides if the message needs a reply and ignores newsletters and no reply senders. If a reply is needed, the email details go to Telegram. When you answer by replying with a voice note, the bot fetches the audio, sends it to OpenAI for transcription, and then uses your words plus the original email to write a polished response. A draft is created in the same thread, and a link is sent back to you in Telegram. You will need a Gmail account, a Telegram bot, and an OpenAI API key. Add your Telegram chat ID in the workflow so messages reach you. Expect faster replies, less typing, and fewer missed emails. Use it for support tickets, sales questions, and vendor follow ups where quick, accurate replies matter.
4 views
view
n8n
Customer Support
Automate Gmail to Linear Ticket Management
Teams get a lot of support emails and need a fast way to turn them into work items. This setup checks a shared Gmail inbox, sorts each message with AI, and opens a clear issue in Linear. Support and product groups get ready to work tickets with labels and priority already set. A schedule runs on a timer and pulls recent messages from Gmail using a search like to:support@example.com. Duplicates are ignored by marking each email id as seen, and the HTML body is converted to markdown for clean reading. An AI model then creates labels, sets a priority score, and rewrites a short title and description using a strict schema so fields are reliable. A chain builds the final content with reporter and time stamps. The result is sent to Linear to create an issue that includes a clear summary and a readable description. Use your own support address in the Gmail filter and adjust the prompt to list the label names and the priority scale used by your team. Expect less manual triage time, faster handoffs, and a more consistent backlog. Many teams cut daily triage from about 30 minutes to around 5 minutes. This fits groups that route support to engineering or product and want a simple flow that runs all day without babysitting.
13 views
view
n8n
Customer Support
Automate Gmail and Outlook Support Replies
Turn inbound email into fast, clear replies with a simple review step. Ideal for support teams that need quick answers without losing control. New messages are read, summarized, drafted, and sent only after approval. Incoming emails are captured over IMAP from Gmail or Outlook. The message is converted to Markdown so the model can read it clearly, then a summarization chain creates a short brief in about 100 words. An agent can reference your business knowledge to keep answers on brand and policy. A writing node produces a professional reply under 100 words, and a reviewer receives both the original email and the draft for a quick check. The final email uses Re plus the original subject and goes back to the sender through SMTP using your mailbox details. You only need IMAP and SMTP access plus API keys for the language models. Most teams cut reply prep from 10 minutes to 1 minute and keep a steady tone across many agents. Great fit for support queues, shared mailboxes, and any team that wants AI assistance with a human in the loop.
10 views
view
See More Templates

Credits: Thomas thomas@pollup.net - these templates were sourced from publicly available materials across the web, including n8n’s official website, YouTube and public GitHub repositories. We have consolidated and categorized them for easy search and filtering, and supplemented them with links to integrations, step-by-step setup instructions, and personalized support in the Futurise community. Content in this library is provided for education, evaluation and internal use. Users are responsible for checking and complying with the license terms with the author of the templates before commercial use or redistribution. If you are the author and would like this template removed from the template library, email us at info@futurise.com and we will remove it promptly.