Auto-draft personalized follow-ups when a HubSpot deal stage changes

This workflow watches your HubSpot pipeline and reacts the instant a deal changes stage. It enriches the event with the deal's full context — amount, owner, the primary contact's name, company, and recent notes — then asks OpenAI to compose a follow-up email tuned to the exact stage the deal just entered (a discovery recap for "Qualified," a pricing nudge for "Proposal Sent," a closing push for "Negotiation"). The finished message lands as a Gmail draft addressed to the contact, so a rep reviews and hits send instead of staring at a blank compose window.

Use it when stage transitions in your CRM routinely go cold because nobody writes the next touch fast enough. It fits sales teams that want consistent, on-brand follow-ups without a sequence tool dictating rigid templates — every draft is generated fresh from that specific deal's data. It is ideal for high-consideration B2B cycles where each stage demands a different message, and where a human should still approve copy before it goes out (drafts, not auto-sends).

1. 1A HubSpot trigger fires when a deal's stage property changes, passing the deal ID and the new stage.
2. 2The workflow fetches the deal record plus its associated primary contact (name, email, company, recent engagement) from HubSpot.
3. 3OpenAI receives a structured prompt with the deal facts and the target stage, and returns a subject line and personalized body matched to where the buyer now sits.
4. 4A Gmail draft is created to the contact's address with the generated subject and body, left unsent for rep review.

Swap the OpenAI prompt to match your voice, or add an approval gate before drafting if you want tighter control.