Dynamic HubSpot Lead Routing with AI and Airtable Sales Team Distribution

This n8n workflow automates the process of routing new HubSpot leads to the appropriate sales team members, leveraging AI for intelligent lead qualification and Airtable for sales team management. It streamlines lead distribution, ensures leads are assigned to the best-fit representative, and provides immediate notifications.

What it does

This workflow performs the following key steps:

1. Triggers on New HubSpot Contacts: Listens for new contact creation events in HubSpot.
2. Extracts Lead Information: Gathers relevant details about the new lead from HubSpot.
3. Qualifies Lead with AI: Uses an AI Agent (powered by either OpenAI Chat Model or Google Gemini Chat Model) to analyze the lead's information and determine the best sales team for routing. This involves:
   • Structured Output Parsing: Ensures the AI's output is in a structured format for easy processing.
   • Simple Memory: Maintains conversational context if needed (though for this specific flow, it acts more as a pass-through for the AI agent).
4. Retrieves Sales Team Data from Airtable: Queries an Airtable base to find sales team members and their assignments based on the AI's qualification.
5. Assigns Lead in HubSpot: Updates the new contact in HubSpot, assigning it to the identified sales team member.
6. Notifies Sales Team via Slack: Sends a notification to the assigned sales team member (or a relevant channel) in Slack about the new lead.
7. Sends Internal Email (Optional/Fallback): Can be configured to send an internal email via Gmail, potentially as a fallback or additional notification.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• HubSpot Account: With API access configured for n8n.
• OpenAI API Key or Google Cloud Project with Gemini API enabled: For the AI Agent to function.
• Airtable Account: With a base containing your sales team information (e.g., team assignments, contact details).
• Slack Account: With a Slack app configured for n8n to send messages.
• (Optional) Gmail Account: If you intend to use the Gmail notification step.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • HubSpot Trigger & HubSpot Node: Set up your HubSpot API credentials.
   • Airtable Node: Configure your Airtable API credentials.
   • OpenAI Chat Model / Google Gemini Chat Model: Set up your OpenAI or Google Gemini API credentials.
   • Slack Node: Configure your Slack API credentials.
   • Gmail Node (Optional): Set up your Gmail API credentials.
3. Customize Nodes:
   • HubSpot Trigger: Ensure it's configured to listen for "New Contact" events.
   • Code Node: Review and adjust the JavaScript code to tailor the input for the AI Agent based on your HubSpot contact properties and desired routing logic.
   • AI Agent:
     • Select either "OpenAI Chat Model" or "Google Gemini Chat Model" as the Language Model.
     • Configure the prompt to guide the AI in qualifying leads and identifying the correct sales team. The prompt should instruct the AI on the expected output format as defined by the "Structured Output Parser."
   • Structured Output Parser: Define the JSON schema for the AI's expected output (e.g., {"sales_team": "Team A"}).
   • Airtable Node:
     • Specify your Airtable Base ID and Table Name where your sales team data is stored.
     • Adjust the filter to match the AI's output (e.g., filter by sales_team field).
   • HubSpot Node: Configure the "Update Contact" operation to assign the contact to the sales team member retrieved from Airtable.
   • Slack Node: Customize the message content and target channel/user for notifications.
   • Gmail Node (Optional): Adjust the recipient, subject, and body of the email.
4. Activate the Workflow: Once all configurations are complete, activate the workflow in n8n.

Now, whenever a new contact is created in HubSpot, this workflow will automatically process it, intelligently route it to the correct sales team, update HubSpot, and notify the team.