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AI call summary to HubSpot + follow-up task

MihaMiha
3669 views
2/3/2026
Exchange RateData ExtractionCurrencyHTTP RequestAPI
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This n8n template turns raw call transcripts into clean HubSpot call logs and a single, actionable follow-up task—automatically. Paste a transcript and the contact’s email; the workflow finds the contact, summarizes the conversation in 120–160 words, proposes the next best action, and (optionally) updates missing contact fields.

Perfect for reps and founders who want accurate CRM hygiene without the manual busywork.

How it works

  • A form trigger collects two inputs:

    • Contact email
    • Plain-text call transcript

  • The workflow looks up the HubSpot contact by email to pull known properties.

  • An AI agent reads the transcript (plus known fields) to:

    • Extract participants, role, problem/opportunity, requirements, blockers, timeline, and metrics.
    • Write a 120–160 word recap a teammate can skim.
    • Generate one concrete follow-up task (title + body).
    • Suggest updates for missing contact properties (city, country, job title, job function).

  • The recap is logged to HubSpot as a completed Call engagement.

  • The follow-up is created in HubSpot as a Task with subject and body.

  • (Optional) The contact record is updated using AI-suggested values if the transcript clearly mentions them.

How to use

  1. Connect HubSpot (OAuth2) on all HubSpot nodes.
  2. Connect OpenAI on the AI nodes.
  3. Open Form: Capture Transcript, submit the email + transcript.
  4. (Optional) In AI: Summarize Call & Draft Task, tweak prompt rules (word count, date normalization).
  5. (Optional) In Update Contact from Transcript, review the mapped fields before enabling in production.
  6. Activate the workflow and paste transcripts after each call.

Requirements

  • HubSpot (OAuth2) for contact search, call logging, and tasks
  • OpenAI for summarization and task drafting

Notes & customization ideas

  • Swap the form for a Google Drive or S3 watcher to ingest saved transcripts.
  • Add a speech-to-text step if you store audio recordings.
  • Extend Update Contact to include additional fields (timezone, department, seniority).
  • Post the summary to Slack or email the AE for quick handoffs.
  • Gate updates with a confidence check, or route low-confidence changes for manual approval.

AI Call Summary to HubSpot Follow-up Task

This n8n workflow automates the process of summarizing AI-generated call transcripts and creating follow-up tasks in HubSpot. It streamlines the post-call process, ensuring that key information is extracted and actionable tasks are generated automatically.

What it does

This workflow is triggered by an external form submission, likely containing a call transcript or summary. It then leverages AI to process this information and, based on the AI's output, creates a follow-up task in HubSpot.

  1. Listens for Form Submissions: The workflow starts when an external form is submitted to n8n. This form is expected to contain the raw data from an AI call, such as a transcript or a pre-summarized text.
  2. Processes with AI Agent: The submitted data is then fed into an AI Agent (powered by Langchain). This agent is configured to perform a specific task, likely to extract key information, identify action items, or generate a concise summary from the call data.
  3. Utilizes OpenAI Chat Model: The AI Agent interacts with an OpenAI Chat Model to perform its analysis and generation tasks.
  4. Parses Structured Output: The output from the AI Agent is then processed by a Structured Output Parser. This step ensures that the AI's response is formatted into a consistent, machine-readable structure (e.g., JSON) that can be easily used by subsequent nodes.
  5. Creates HubSpot Task: Finally, the structured output from the AI (containing the summary and/or follow-up details) is used to create a new task in HubSpot. This task will likely include the call summary, relevant details, and potentially assignees or due dates extracted by the AI.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance (cloud or self-hosted).
  • HubSpot Account: An active HubSpot account with API access.
  • OpenAI API Key: An OpenAI API key for the Chat Model.
  • Langchain Credentials: Appropriate credentials for the Langchain AI Agent.

Setup/Usage

  1. Import the Workflow: Import the provided JSON workflow into your n8n instance.
  2. Configure Credentials:
    • HubSpot: Set up your HubSpot API credentials in n8n.
    • OpenAI: Configure your OpenAI API key credentials in n8n.
    • Langchain: Ensure your Langchain AI Agent is correctly configured with any necessary API keys or settings.
  3. Configure "On form submission" Trigger:
    • Activate the "On form submission" trigger node.
    • Copy the webhook URL provided by this node. This URL will be the endpoint for your external form submissions.
  4. Integrate External Form: Set up your external system (e.g., a custom application, another workflow, or a dedicated form service) to send call summary data to the n8n form trigger's webhook URL. The data should be formatted as expected by the workflow (refer to the "On form submission" node's expected input for details).
  5. Activate the Workflow: Once all credentials and configurations are in place, activate the workflow.

Now, every time your external form submits call data, this workflow will automatically process it with AI and create a follow-up task in HubSpot.

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