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Automate lead enrichment & personalized outreach with HubSpot, Phantombuster & GPT

Avkash KakdiyaAvkash Kakdiya
447 views
2/3/2026
AIWebhookImage AnalysisGoogle GeminiVision
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How it works

This workflow enriches and personalizes your lead profiles by integrating HubSpot contact data, scraping social media information, and using AI to generate tailored outreach emails. It streamlines the process from contact capture to sending a personalized email — all automatically.

The system fetches new or updated HubSpot contacts, verifies and enriches their Twitter/LinkedIn data via Phantombuster, merges the profile and engagement insights, and finally generates a customized email ready for outreach.

Step-by-step

1. Trigger & Input

  • HubSpot Contact Webhook: Fires when a contact is created or updated in HubSpot.

  • Fetch Contact: Pulls the full contact details (email, name, company, and social profiles).

  • Update Google Sheet: Logs Twitter/LinkedIn usernames and marks their tracking status.

2. Validation

  • Validate Twitter/LinkedIn Exists: Checks if the contact has a valid social profile before proceeding to scraping.

3. Social Media Scraping (via Phantombuster)

  • Launch Profile Scraper & 🎯 Launch Tweet Scraper: Triggers Phantombuster agents to fetch profile details and recent tweets.

  • Wait Nodes: Ensures scraping completes (30–60 seconds).

  • Fetch Profile/Tweet Results: Retrieves output files from Phantombuster.

  • Extract URL: Parses the job output to extract the downloadable .json or .csv data file link.

4. Data Download & Parsing

  • Download Profile/Tweet Data: Downloads scraped JSON files.

  • Parse JSON: Converts the raw file into structured data for processing.

5. Data Structuring & Merging

  • Format Profile Fields: Maps stats like bio, followers, verified status, likes, etc.

  • Format Tweet Fields: Captures tweet data and associates it with the lead’s email.

  • Merge Data Streams: Combines tweet and profile datasets.

  • Combine All Data: Produces a single, clean object containing all relevant lead details.

6. AI Email Generation & Delivery

  • Generate Personalized Email: Feeds the merged data into OpenAI GPT (via LangChain) to craft a custom HTML email using your brand details.

  • Parse Email Content: Cleans AI output into structured subject and body fields.

  • Sends Email: Automatically delivers the personalized email to the lead via Gmail.

Benefits

  • Automated Lead Enrichment — Combines CRM and real-time social media data with zero manual research.

  • Personalized Outreach at Scale — AI crafts unique, relevant emails for each contact.

  • Improved Engagement Rates — Targeted messages based on actual social activity and profile details.

  • Seamless Integration — Works directly with HubSpot, Google Sheets, Gmail, and Phantombuster.

  • Time & Effort Savings — Replaces hours of manual lookup and email drafting with an end-to-end automated flow.

Automate Lead Enrichment & Personalized Outreach with HubSpot, Phantombuster & GPT

This n8n workflow streamlines the process of enriching leads and sending personalized outreach. It acts as a central hub to manage lead data, enrich it using external tools, generate custom messages with AI, and then update your CRM (HubSpot) and send personalized emails.

What it does

  1. Triggers on new lead data: The workflow starts when it receives new lead information via a webhook.
  2. Extracts data from a Google Sheet: It reads lead data from a specified Google Sheet, likely containing initial lead lists.
  3. Enriches lead data (Placeholder for Phantombuster/External API): An HTTP Request node is included, which is typically used to integrate with external services like Phantombuster or other APIs to enrich lead profiles (e.g., finding social media profiles, company details).
  4. Prepares data for AI processing: An "Edit Fields (Set)" node structures the lead data into a format suitable for the AI agent.
  5. Generates personalized outreach with AI (GPT): An "AI Agent" node, powered by an "OpenAI Chat Model", uses the enriched lead data to generate personalized outreach messages.
  6. Filters out invalid/incomplete data: An "If" node checks for the presence of a generated message, ensuring only leads with successful AI-generated content proceed.
  7. Updates/Creates contacts in HubSpot: For leads with personalized messages, it interacts with HubSpot to either create new contacts or update existing ones.
  8. Sends personalized emails: It then uses Gmail to send the AI-generated personalized outreach emails to the leads.
  9. Handles leads without generated messages: Leads that did not receive a personalized message from the AI agent are merged back into the main flow, potentially for further processing or logging.
  10. Pauses for controlled sending: A "Wait" node is included, likely to introduce a delay between sending emails to avoid rate limits or appear more human-like.
  11. Extracts data from a file (Unconnected): An "Extract from File" node is present but not connected to the main flow, suggesting it might be an optional or future component for processing file-based lead lists.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance to host and execute the workflow.
  • Google Sheets Account: A Google Sheets account with the lead data.
  • HubSpot Account: A HubSpot account with appropriate API access.
  • Gmail Account: A Gmail account configured for sending emails.
  • OpenAI API Key: An API key for OpenAI to power the AI Agent.
  • Phantombuster/Other Enrichment Tool (Optional but Recommended): Credentials and a configured API endpoint for a lead enrichment service (e.g., Phantombuster, Clearbit, Hunter.io) if you intend to use the HTTP Request node for this purpose.

Setup/Usage

  1. Import the workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Credentials:
    • Google Sheets: Set up your Google Sheets OAuth2 or API Key credential.
    • HubSpot: Configure your HubSpot API Key or OAuth2 credential.
    • Gmail: Set up your Gmail OAuth2 credential.
    • OpenAI: Configure your OpenAI API Key credential for the "OpenAI Chat Model" node.
  3. Configure Google Sheets Node (ID: 18):
    • Specify the Spreadsheet ID and Sheet Name where your lead data is located.
    • Ensure the column headers in your Google Sheet match the data expected by subsequent nodes (e.g., email, first_name, company, etc.).
  4. Configure HTTP Request Node (ID: 19):
    • If using an external enrichment tool, configure the URL, HTTP Method, Headers, and Body according to that service's API documentation.
    • Map the input data from Google Sheets to the request body as needed.
  5. Configure AI Agent Node (ID: 1119):
    • Review and adjust the prompt for the "AI Agent" to ensure it generates personalized messages that align with your outreach strategy.
    • Ensure the "OpenAI Chat Model" node (ID: 1153) is correctly configured with your OpenAI credential.
  6. Configure HubSpot Node (ID: 76):
    • Set the Resource to "Contact" and the Operation to "Create or Update".
    • Map the necessary fields from the workflow output (e.g., email, first_name, company, personalized_message) to the corresponding HubSpot contact properties.
  7. Configure Gmail Node (ID: 356):
    • Set the Operation to "Send Email".
    • Map the recipient email (To), subject line, and the AI-generated personalized message (Body) using expressions.
  8. Activate the Webhook (ID: 47):
    • Copy the webhook URL from the "Webhook" node. This URL will be used to trigger the workflow. You can integrate it with other systems (e.g., a form submission, another n8n workflow, or a custom script) to initiate the lead enrichment and outreach process.
  9. Test the workflow: Run a test with sample data to ensure all steps are functioning correctly and that the personalized messages and emails are generated as expected.
  10. Adjust the "Wait" node (ID: 514): Modify the delay duration as needed to control the pace of your outreach.

Note: The "Sticky Note" (ID: 565) and unconnected "Extract from File" (ID: 1235) nodes are for documentation/future use and do not directly impact the current workflow logic.

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