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Analyze lost HubSpot deals and generate revival strategies with OpenAI

Avkash KakdiyaAvkash Kakdiya
109 views
2/3/2026
WebhookData TransformationTallyCRM IntegrationForm Submission
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How it works

This workflow runs on a daily schedule to analyze all Closed–Lost deals from your CRM and uncover the true reason behind each loss. It uses AI to classify the primary loss category, generate a confidence-backed explanation, and then create a realistic re-engagement strategy for every deal. All insights are consolidated into leadership-ready email and Slack summaries. Every analyzed deal and revival plan is logged for long-term tracking and audits.

Step-by-step

  • Trigger and fetch lost deals

    • Schedule Trigger – Runs the workflow automatically at a defined time.
    • Get many deals – Fetches all deal records from the CRM.
    • If – Filters only deals marked as Closed–Lost.
    • Edit Fields – Standardizes key deal attributes like amount, industry, owner, and loss reason.

  • Analyze loss reasons and generate revival strategies

    • Brief Explanation Creator – Uses AI to identify the primary loss category with confidence.
    • Code in JavaScript – Parses and normalizes AI loss analysis output.
    • Merge – Combines deal data with loss insights.
    • Feedback Creator – Generates a practical re-engagement strategy for each lost deal.
    • Code in JavaScript7 – Parses and safeguards revival strategy outputs.
    • Merge4 – Merges deal details, loss analysis, and revival strategy into one final dataset.

  • Report, notify, and store results

    • Code in JavaScript11 – Builds a consolidated HTML summary email.
    • Send a message4 – Sends the summary to stakeholders via email.
    • Code in JavaScript12 – Creates a structured Slack summary.
    • Send a message1 – Delivers insights to a Slack channel.
    • Code in JavaScript10 – Reconstructs final data with delivery status.
    • Append or update row in sheet – Logs all results into Google Sheets for audit and tracking.

Why use this?

  • Turns lost deals into actionable learning instead of static CRM records
  • Gives sales teams clear, realistic re-engagement plans without manual analysis
  • Provides leadership with concise, decision-ready summaries
  • Creates a historical database of loss reasons and revival outcomes
  • Improves pipeline recovery while enforcing consistent sales intelligence

Analyze Lost HubSpot Deals and Generate Revival Strategies with OpenAI

This n8n workflow automates the process of identifying lost deals in HubSpot, analyzing the reasons for their loss using OpenAI, and generating personalized revival strategies. It then stores these strategies in Google Sheets, updates HubSpot deal notes, and sends notifications via Slack and Gmail for review.

What it does

This workflow performs the following steps:

  1. Triggers on Schedule: The workflow is initiated on a predefined schedule (e.g., daily, weekly).
  2. Retrieves Lost Deals from HubSpot: It connects to HubSpot to fetch a list of deals marked as "Lost".
  3. Filters for Relevant Deals: It filters the retrieved deals to ensure only those meeting specific criteria (e.g., recently lost, specific pipeline) are processed.
  4. Generates Revival Strategies with OpenAI: For each filtered lost deal, it uses OpenAI to analyze the deal's details and loss reason, then generates a tailored strategy for potential revival.
  5. Formats Data for Google Sheets: The generated strategies and deal information are formatted for structured storage.
  6. Records Strategies in Google Sheets: The formatted data, including the revival strategies, is appended to a specified Google Sheet.
  7. Updates HubSpot Deal Notes: The generated revival strategy is added as a note to the corresponding deal in HubSpot.
  8. Sends Slack Notification: A notification containing the deal details and the generated strategy is sent to a designated Slack channel for team awareness and review.
  9. Sends Email Notification: An email with the deal information and revival strategy is sent via Gmail to relevant stakeholders.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Account: An active n8n instance (cloud or self-hosted).
  • HubSpot Account: With API access and credentials configured in n8n.
  • OpenAI API Key: For generating revival strategies.
  • Google Sheets Account: With a designated spreadsheet for storing strategies.
  • Slack Account: With a channel for notifications and credentials configured in n8n.
  • Gmail Account: For sending email notifications and credentials configured in n8n.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • HubSpot: Set up your HubSpot API credentials in n8n.
    • OpenAI: Add your OpenAI API key as a credential.
    • Google Sheets: Configure your Google Sheets OAuth or API key credentials.
    • Slack: Set up your Slack API token/OAuth credentials.
    • Gmail: Configure your Gmail OAuth or API key credentials.
  3. Customize Nodes:
    • Schedule Trigger (Node 839): Adjust the schedule to your desired frequency (e.g., daily, weekly).
    • HubSpot (Node 76): Configure the "Get All Deals" operation to fetch lost deals. You might need to adjust filters based on your HubSpot setup (e.g., deal stage, last modified date).
    • If (Node 20): Customize the conditions to filter deals based on your specific requirements (e.g., dealstage is "Closed Lost", closedate within the last 7 days).
    • OpenAI (Node 1250): Refine the prompt to OpenAI to generate more effective and relevant revival strategies based on your business context. Ensure it references the deal details from previous nodes.
    • Google Sheets (Node 18): Specify the Spreadsheet ID and Sheet Name where the strategies should be recorded. Map the input fields to the correct columns in your sheet.
    • HubSpot (Node 76 - second instance): Configure this node to update the notes of the specific HubSpot deal with the generated strategy.
    • Slack (Node 40): Specify the Slack channel where notifications should be sent and customize the message content.
    • Gmail (Node 356): Configure the recipient email address, subject, and email body.
  4. Activate the Workflow: Once all configurations are complete, activate the workflow. It will now run automatically based on your defined schedule.

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