Automated Follow-Up Emails with HubSpot and Gmail

1. The Problem: Why This Matters

Following up at the right time is crucial for effective sales and customer engagement. Many sales teams struggle to track when to send follow-up emails, leading to missed opportunities or overly aggressive outreach. Manually checking last contact dates and engagement history is inefficient, increasing the risk of poor timing and redundant messaging.

2. The Solution: How It Works

This workflow automates the follow-up process by:

• Running daily at 9 AM to check for contacts in HubSpot.
• Searching for contacts whose last outreach was over a month ago.
• Checking if the contact has only had one previous engagement.
• Sending a follow-up email through Gmail.
• Recording the engagement in HubSpot to update the last contact date.

3. Key Benefits

• Automates Follow-Ups – No need for manual tracking.
• Improves Timing – Ensures emails are sent only after a month of no engagement.
• Prevents Over-Messaging – Avoids sending unnecessary follow-ups if more than one interaction has occurred.
• Seamless Integration – Updates HubSpot engagement history automatically.

4. Workflow in Action

1. Trigger (Every day at 9 AM) – The workflow starts automatically.
2. Get Previously Contacted HubSpot Contacts – Searches for contacts with a known last engagement date.
3. Check Last Contact Date – Filters out contacts engaged within the past month.
4. Get Engagement History – Checks whether the contact has only had one previous engagement.
5. Send Outreach Email – Sends a follow-up email through Gmail.
6. Record Engagement in HubSpot – Logs the follow-up, updating the contact’s engagement history to avoid redundant outreach.

5. Example Use Case: Real-World Scenario

A sales team wants to ensure they follow up with leads effectively without overwhelming potential clients. Instead of manually tracking engagement dates, they use this workflow to:

• Identify leads who have not been contacted in over a month.
• Send a personalised follow-up email automatically.
• Ensure that leads with multiple interactions are not bombarded with emails.
• Keep HubSpot records up to date to maintain an accurate engagement history.

By automating this process, they improve response rates and reduce the risk of missed opportunities.