How to Parse Email Signatures and Update HubSpot Contacts with N8n

Workflows > New > Gmail > Message Received

Connect Gmail to N8n

Set up Gmail as your trigger to monitor incoming emails. N8n will watch for new messages and extract signature data from each one.

1. 1Click the purple + button to add a new workflow
2. 2Search for 'Gmail' in the apps list
3. 3Select 'Gmail Trigger' and choose 'Message Received'
4. 4Click 'Create credential' and authenticate with your Google account
5. 5Set the label filter to 'INBOX' to monitor all incoming emails

Gmail Node > Test step

Test Gmail Connection

Pull a sample email to verify the connection works and see the email structure. This shows you exactly what signature data N8n can access.

1. 1Click 'Test step' on the Gmail node
2. 2Select a recent email from the dropdown list
3. 3Click 'Use this data' to confirm the selection
4. 4Expand the 'body' section to view email content

Workflow > + > Code > Code Node

Add Regex Extract Node

Create a function node to extract phone numbers from email signatures using regular expressions. This handles the core parsing logic.

1. 1Click the + button after Gmail node
2. 2Search for 'Code' and select 'Code Node'
3. 3Rename the node to 'Extract Phone'
4. 4Paste this regex pattern: /(?:\+?1[-. ]?)?\(?[0-9]{3}\)?[-. ]?[0-9]{3}[-. ]?[0-9]{4}/g
5. 5Add JavaScript: const phone = $json.body.match(/(?:\+?1[-. ]?)?\(?[0-9]{3}\)?[-. ]?[0-9]{3}[-. ]?[0-9]{4}/g); return {phone: phone ? phone[0] : null};

Workflow > + > Code > Code Node

Extract Job Titles

Add another Code node to parse job titles from signatures. Most signatures follow predictable patterns after names.

1. 1Add another Code node after the phone extraction
2. 2Rename it to 'Extract Title'
3. 3Use this regex: /(?:^|\n)([A-Z][^\n]*(?:Manager|Director|VP|President|CEO|CTO|Engineer|Analyst|Specialist|Coordinator))/im
4. 4Add JavaScript: const title = $json.body.match(/(?:^|\n)([A-Z][^\n]*(?:Manager|Director|VP|President|CEO|CTO|Engineer|Analyst|Specialist|Coordinator))/im); return {title: title ? title[1].trim() : null};
5. 5Connect this node to receive data from the Extract Phone node

Workflow > + > Code > Code Node

Extract Company Names

Create a third extraction node for company names. Companies often appear on separate lines or after specific keywords in signatures.

1. 1Add a third Code node connected to Extract Title
2. 2Rename it to 'Extract Company'
3. 3Use this pattern: /(?:at |@)([A-Z][^\n,]+(?:Inc|LLC|Corp|Ltd|Company))/i
4. 4Add JavaScript: const company = $json.body.match(/(?:at |@)([A-Z][^\n,]+(?:Inc|LLC|Corp|Ltd|Company))/i); return {company: company ? company[1].trim() : null};
5. 5Test the extraction with sample signature text

Workflow > + > HubSpot > Contact > Update

Connect HubSpot

Add HubSpot as the destination for your extracted signature data. This node will search for existing contacts and update their properties.

1. 1Click + after the company extraction node
2. 2Search for 'HubSpot' in the apps menu
3. 3Select 'HubSpot' and choose 'Contact' resource
4. 4Set operation to 'Update' from the dropdown
5. 5Click 'Create credential' and enter your HubSpot API key

HubSpot Node > Contact ID > By Email

Configure Contact Search

Set up contact identification to find the right HubSpot record to update. Use the sender's email address as the unique identifier.

1. 1In the HubSpot node, set 'Contact ID' to 'By Email'
2. 2Map the email field to {{$node["Gmail Trigger"].json["from"]}}
3. 3Click 'Add Field' to start mapping signature data
4. 4Select 'Phone' from the dropdown list
5. 5Map phone to {{$node["Extract Phone"].json["phone"]}}

HubSpot Node > Add Field > Properties

Map Remaining Fields

Complete the field mapping by connecting job title and company data to HubSpot contact properties. This updates all extracted signature information.

1. 1Click 'Add Field' and select 'Job Title' from the property list
2. 2Map job title to {{$node["Extract Title"].json["title"]}}
3. 3Click 'Add Field' again and select 'Company'
4. 4Map company to {{$node["Extract Company"].json["company"]}}
5. 5Set 'Update if exists' to true

HubSpot Node > Settings > Continue on Fail

Add Error Handling

Configure the workflow to handle missing data gracefully. Not every email signature contains all three data points.

1. 1Click the settings gear icon on the HubSpot node
2. 2Select 'Continue on Fail' from the error handling dropdown
3. 3Add an IF node before HubSpot to check for extracted data
4. 4Set condition: {{$json.phone}} OR {{$json.title}} OR {{$json.company}}
5. 5Connect the 'true' path to HubSpot and 'false' to a No Operation node

Workflow > Execute Workflow

Test Complete Workflow

Run the entire workflow with real email data to verify signature parsing and HubSpot updates work correctly.

1. 1Click 'Execute Workflow' in the top toolbar
2. 2Select an email with a signature from the Gmail test data
3. 3Watch each node execute and turn green
4. 4Check the HubSpot node output to confirm contact updates
5. 5Verify the changes in your HubSpot contact record

Workflow > Active > Settings

Schedule Workflow Activation

Turn on the workflow to process emails automatically. Set appropriate polling intervals to balance speed with API usage.

1. 1Click the toggle switch in the top right to 'Active'
2. 2Click the settings gear next to the toggle
3. 3Set polling interval to 5 minutes for regular processing
4. 4Configure timezone to match your business hours
5. 5Save the workflow with a descriptive name

Drop this into an n8n Code node.

// Enhanced phone extraction with international support
const phoneRegex = /(?:\+?[1-9]\d{0,3}[-. ]?)?(?:\([0-9]{1,4}\)|[0-9]{1,4})[-. ]?[0-9]{1,4}[-. ]?[0-9]{1,9}/g;
const phones = $json.body.match(phoneRegex);

// Enhanced phone extraction with international support
const phoneRegex = /(?:\+?[1-9]\d{0,3}[-. ]?)?(?:\([0-9]{1,4}\)|[0-9]{1,4})[-. ]?[0-9]{1,4}[-. ]?[0-9]{1,9}/g;
const phones = $json.body.match(phoneRegex);
const cleanPhone = phones ? phones[0].replace(/[^0-9+]/g, '') : null;
return {phone: cleanPhone};