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Automate sales follow-ups with GPT-4o-mini, HubSpot, Slack, Teams & Telegram

Avkash KakdiyaAvkash Kakdiya
389 views
2/3/2026
Daily DigestSlackSales ReportShopifyAutomation
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How it works

This workflow automatically generates personalized follow-up messages for leads or customers after key interactions (e.g., demos, sales calls). It enriches contact details from HubSpot (or optionally Monday.com), uses AI to draft a professional follow-up email, and distributes it across multiple communication channels (Slack, Telegram, Teams) as reminders for the sales team.

Step-by-step

1. Trigger & Input

  • Schedule Trigger – Runs automatically at a defined interval (e.g., daily).

  • Set Sample Data – Captures the contact’s name, email, and context from the last interaction (e.g., “had a product demo yesterday and showed strong interest”).

2. Contact Enrichment

  • HubSpot Contact Lookup – Searches HubSpot CRM by email to confirm or enrich contact details.

  • Monday.com Contact Fetch (Optional) – Can pull additional CRM details if enabled.

3. AI Message Generation

  • AI Language Model (OpenAI) – Provides the underlying engine for message creation.

  • Generate Follow-Up Message – Drafts a short, professional, and friendly follow-up email:

  • References previous interaction context.

  • Suggests clear next steps (call, resources, etc.).

  • Ends with a standardized signature block for consistency.

4. Multi-Channel Communication

  • Slack Reminder – Posts the generated message as a reminder in the sales team’s Slack channel.

  • Telegram Reminder – Sends the follow-up draft to a Telegram chat.

  • Teams Reminder – Shares the same message in a Microsoft Teams channel.

Benefits

  • Personalized Outreach at Scale – AI ensures each follow-up feels tailored and professional.

  • Context-Aware Messaging – Pulls in CRM details and past interactions for relevance.

  • Cross-Platform Delivery – Distributes reminders via Slack, Teams, and Telegram so no follow-up is missed.

  • Time-Saving for Sales Teams – Eliminates manual drafting of repetitive follow-up emails.

  • Consistent Branding – Ensures every message includes a unified signature block.

Automate Sales Follow-ups with GPT-4o Mini, HubSpot, Slack, Teams & Telegram

This n8n workflow streamlines your sales follow-up process by leveraging AI to generate personalized messages and distributing them across multiple communication channels. It integrates with HubSpot to retrieve deal information, uses OpenAI's GPT-4o Mini to craft follow-up messages, and then posts these messages to Slack, Microsoft Teams, and Telegram.

What it does

  1. Triggers on a Schedule: The workflow starts at a predefined schedule (e.g., daily, weekly) to check for deals requiring follow-up.
  2. Retrieves Deal Information from HubSpot: It connects to HubSpot to fetch details about deals that are in a specific stage (e.g., "Follow Up Needed") or have a certain property set.
  3. Generates Follow-up Message with AI: For each eligible deal, it uses an OpenAI Chat Model (GPT-4o Mini) via an AI Agent to generate a personalized follow-up message based on the deal's context.
  4. Distributes Messages:
    • Slack: Posts the generated follow-up message to a specified Slack channel.
    • Microsoft Teams: Sends the follow-up message to a designated Microsoft Teams channel.
    • Telegram: Dispatches the message to a Telegram chat or group.
  5. Updates HubSpot Deal (Optional): After sending the follow-up, it can update the HubSpot deal status or add a note to reflect that a follow-up has been sent.
  6. Logs to Monday.com (Optional): Records the follow-up activity in a Monday.com board for tracking and reporting.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • HubSpot Account: With appropriate API access to read deal information.
  • OpenAI API Key: An API key for OpenAI, specifically for the GPT-4o Mini model.
  • Slack Account: With a Slack App and Bot Token configured for posting messages.
  • Microsoft Teams Account: With a configured webhook or bot for posting messages to a channel.
  • Telegram Account: With a Telegram Bot Token and Chat ID for sending messages.
  • Monday.com Account (Optional): If you wish to log follow-up activities.

Setup/Usage

  1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Credentials:
    • HubSpot: Set up your HubSpot API credentials.
    • OpenAI: Configure your OpenAI API Key.
    • Slack: Set up your Slack API credentials (Bot Token).
    • Microsoft Teams: Configure your Microsoft Teams credentials (e.g., webhook URL or bot credentials).
    • Telegram: Set up your Telegram Bot Token.
    • Monday.com (Optional): Configure your Monday.com API Token.
  3. Customize Nodes:
    • Schedule Trigger: Adjust the schedule to your desired frequency for follow-ups.
    • HubSpot Node: Configure the HubSpot node to filter deals based on your specific criteria (e.g., deal stage, last activity date).
    • AI Agent (OpenAI Chat Model): Customize the prompt for the AI Agent to generate follow-up messages that align with your sales strategy. Ensure you select the correct OpenAI model (GPT-4o Mini).
    • Slack Node: Specify the Slack channel where messages should be posted.
    • Microsoft Teams Node: Specify the Microsoft Teams channel or chat where messages should be sent.
    • Telegram Node: Enter the Telegram Chat ID where messages should be sent.
    • Monday.com Node (Optional): Configure the Monday.com node to map deal information and follow-up status to your Monday.com board.
    • Edit Fields (Set) Node: This node can be used to format or modify data before sending it to the communication channels or other services. Review and adjust its settings as needed.
  4. Activate the Workflow: Once all configurations are complete, activate the workflow.

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