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Automatically close cold HubSpot deals with Gmail feedback & Slack notifications

Avkash KakdiyaAvkash Kakdiya
72 views
2/3/2026
Code ExecutionCustom LogicRead DataData ProcessingBETA Node
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How it works

This workflow identifies HubSpot deals that have gone untouched for 21+ days and automatically updates their status to Closed Lost. It fetches associated contacts, retrieves their details, and sends personalized follow-up emails requesting feedback. Finally, it notifies your team via Slack about the deals moved to Closed Lost. The workflow runs on a scheduled interval, ensuring consistent lead management without manual intervention.

Step-by-step

1. Trigger the workflow

  • Schedule Trigger – Runs the workflow at a defined interval (daily, weekly, etc.).
  • Get HubSpot Deals – Retrieves all deals with key properties from HubSpot.
  • Extract Deal Fields – Normalizes deal data for consistent processing.

2. Identify and update cold deals

  • Filter Cold Leads (21+ days) – Keeps only deals not updated in the past 21 days.
  • Update Deal to Closed Lost – Marks stale deals as Closed Lost in HubSpot.

3. Map deals to contacts

  • Fetch Deal Associations – Retrieves contacts linked to filtered deals.
  • Extract Contact IDs – Parses associations to get contactId, dealId, and dealName.
  • Get Contact Details – Fetches enriched contact information.
  • Extract Contact Email – Simplifies data, keeping only the email field.

4. Follow-up & team notification

  • Send Gmail Feedback Request – Sends a personalized thank-you email requesting feedback.
  • Send Slack Notification – Alerts the team about deals updated to Closed Lost.

Why use this?

  • Ensures timely closure of stale HubSpot deals, keeping your pipeline clean.
  • Automates follow-up emails to gather valuable feedback from disengaged leads.
  • Reduces manual effort in deal management and contact outreach.
  • Keeps your team informed in real-time with Slack notifications.
  • Improves sales process efficiency and lead data hygiene.

Automatically Close Cold HubSpot Deals with Gmail Feedback & Slack Notifications

This n8n workflow automates the process of identifying and closing "cold" deals in HubSpot based on a lack of recent email activity, sending a final feedback email via Gmail, and notifying a Slack channel about the closed deal.

What it does

This workflow streamlines your sales process by:

  1. Schedules Execution: Runs daily to check for cold deals.
  2. Fetches Cold Deals from HubSpot: Retrieves deals from HubSpot that are in a specified stage ("Cold") and haven't had an email interaction in the last 30 days.
  3. Filters for Deals with Contact Information: Ensures that only deals associated with a contact that has an email address proceed.
  4. Sends Feedback Email via Gmail: For each identified cold deal, it sends a personalized email to the associated contact, asking for feedback on why the deal didn't progress.
  5. Updates HubSpot Deal Status: Changes the stage of the deal in HubSpot to "Closed Lost" and updates the "last activity date" to the current date.
  6. Notifies Slack Channel: Posts a message to a designated Slack channel, informing the team about the deal that was closed as "Lost" and the contact it was associated with.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Account: Self-hosted or cloud.
  • HubSpot Account: With API access and deals in various stages.
  • Gmail Account: Configured for sending emails.
  • Slack Account: With a channel for notifications and an incoming webhook or bot token.

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 (OAuth or API Key).
    • Gmail: Configure your Gmail OAuth credentials.
    • Slack: Set up your Slack credentials (OAuth or Webhook).
  3. Customize Nodes:
    • Schedule Trigger (Node 839): Adjust the schedule as needed (e.g., daily at a specific time).
    • HubSpot (Node 76):
      • In the first HubSpot node, ensure the "Deal Stage" is set to the stage you consider "cold" (e.g., "Cold").
      • In the second HubSpot node, verify the "Deal Stage" is set to "Closed Lost" for updating.
    • Gmail (Node 356): Customize the email subject and body to fit your feedback request. Ensure you're using expressions to dynamically insert deal and contact information.
    • Slack (Node 40): Customize the message content and select the appropriate Slack channel for notifications.
    • Code (Node 834): This node is likely used for date calculations or data formatting. Review its JavaScript code to ensure it aligns with your date logic for identifying cold deals.
    • Filter (Node 844): This node likely filters for deals that have an associated email address. Review its conditions.
  4. Activate the Workflow: Once configured, activate the workflow to start automating.

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