Automatically Close Cold HubSpot Deals with Gmail Feedback & Slack Notifications

Description

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.