Automate Gmail Lead Follow-Up with AI, HubSpot, Slack & Google Sheets

👉 Use This Workflow

Workflow description

Here’s how this Agent works:

1️⃣ Capture & Normalize Gmail Lead Responses
2️⃣ Analyze Lead Message with AI for Sentiment, Intent & Priority
3️⃣ Parse AI Output and Determine Follow-Up Needs
4️⃣ Automate Follow-Up Actions in HubSpot, Slack, and Google Sheets

🛠️ Step-by-Step Breakdown (Node View)

STEP 1 – Capture & Normalize Gmail Leads

• Node 1: Gmail: New Lead Response – Monitors Gmail every minute for new lead responses with a specific label.
• Node 2: Check if Data Exists – Ensures data is present before continuing.
• Node 3: Normalize Gmail Data – Standardizes email, subject, message, source, and timestamp for consistent processing.

STEP 2 – Analyze Lead with AI

• Node 4: Analyze Lead Response (AI) – Uses a custom AI prompt to analyze sentiment, intent, urgency, next action, and priority.
• Node 5: OpenAI Chat Model – Runs the analysis using GPT-4o-mini.
• Node 6: Parse AI Analysis Results – Cleans AI output, merges with original email data, and adds flags like needsFollowUp and isHighPriority.

STEP 3 – Evaluate Follow-Up Needs

• Node 7: Needs Follow-Up? – Checks if AI recommends action (e.g., call, email, demo). If yes, triggers the automation sequence.

STEP 4 – Automate Follow-Up Actions

• Node 8: HubSpot: Create Follow-up Task – Creates a sales task in HubSpot for tracking and engagement.
• Node 9: Slack: Notify Sales Team – Sends lead insights (summary, email, priority, urgency, date) to the sales team channel.
• Node 10: Log to Google Sheets – Records all lead data and AI analysis into a Google Sheet for ongoing tracking.

💡 Why is this powerful?

✅ Automatically prioritizes and categorizes leads with AI
✅ Ensures no follow-up tasks are missed
✅ Centralizes tracking in Google Sheets for visibility
✅ Keeps sales teams aligned via Slack updates
✅ Saves hours of manual work and accelerates response times