How to Automate Gmail HubSpot Lead Follow Up?
Description
Reach out to the right contacts without manual checks. Each morning, contacts in HubSpot who have not heard from you in a month and have only one past touch get a friendly email from Gmail. Great for sales teams that want steady follow ups and clean CRM records.
The flow runs on a daily schedule at 9 am. It searches HubSpot for contacts with a known last contact date and sorts them from oldest to newest. A date rule keeps only those older than 30 days. An API call then pulls the contact’s engagement list, and a check allows only contacts with a single past engagement. The Set node builds the email fields, Gmail sends the message, and a HubSpot engagement record is created so the last contact date updates and the contact drops out for another month. Sorting helps you start with the most overdue contacts first.
Setup uses OAuth2 for both HubSpot and Gmail. Make sure your HubSpot access can read and write contacts and engagements, and your Gmail sender is allowed to send outreach. Expect less busywork and better timing, since the system handles the second touch on its own. Use it for trials that went quiet, cold leads that need one more nudge, or old inquiries that need a check in. Start with a small test list, then let the schedule take over.
Tools Required
What this workflow does?
- Daily schedule runs at 9 am to keep follow ups consistent
- HubSpot contact search filters for records with a known last contact date and sorts them from oldest to newest
- Date check keeps only contacts whose last contact is older than 30 days
- API call retrieves the list of engagements linked to each contact
- Numeric check allows only contacts with exactly one previous engagement
- Set node maps email fields like to, subject, and html body for reuse
- Gmail sends the outreach email using your chosen sender name
- HubSpot engagement is created and associated to the contact to update last contact date
What are the benefits?
- Reduce manual review from 60 minutes to 5 minutes per day
- Automate up to 90 percent of second touch follow ups
- Improve CRM accuracy by logging 100 percent of sent emails
- Contact the oldest overdue leads first for better timing
- Connect Gmail and HubSpot so outreach and records stay in sync
How to set this up?
- 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.
- You’ll need accounts with HubSpot and Gmail. See the Tools Required section above for links to create accounts with these services.
- Open the Get previously HubSpot contacts node, then on the Credential to connect with dropdown click Create new credential and follow the on screen steps to connect your HubSpot account.
- Open the Record engagement in HubSpot node and the Get Hubspot Contact to engagement node and select the same HubSpot credential so both read and write are allowed.
- Open the Send outreach email Gmail node, choose Credential to connect with, click Create new credential, and follow the on screen steps to connect your Gmail account.
- In the Schedule Trigger, confirm the run time is set to 9 am. Adjust if your team needs a different hour.
- In the HubSpot search node, verify properties include firstname, lastname, email, and notes_last_contacted, and confirm sorting by notes_last_contacted ascending.
- In the If last contacted before a month node, set the condition to pass only if notes_last_contacted is before now minus 30 days.
- In the HTTP Request node, ensure the HubSpot credential is selected and test with one known contact to confirm engagements return.
- In the If there has been only one engagement node, set the condition to allow only when the engagement count equals 1.
- In the Set email keys node, map to to the contact email, and define subject and html body. Use simple templates that include the contact name where possible.
- Run the workflow once manually for a small sample. Check Gmail sent items and confirm a new email engagement appears on the HubSpot contact. If you see 401 errors, recheck credentials and permissions. If no contacts pass, verify the last contact property exists and your date filter is correct.
Need help or want to customize this?
Ask in the Futurise Pro Community.
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