Can I send reminders to the deal owner instead of myself?

Yes, map {{1.hubspot_owner_email}} to the Gmail 'To' field. You'll need to authenticate with a shared Gmail account or use each rep's personal Gmail connection.

What happens if a deal has no email activity recorded?

HubSpot returns null for notes_last_contacted on deals without email history. Add a filter to exclude deals where this field is empty, or they'll trigger reminders immediately.

How do I prevent duplicate reminders for the same deal?

Create a custom HubSpot property like 'last_reminder_sent' and update it each time you send an email. Add this to your search filters to exclude recently reminded deals.

Can this work with multiple HubSpot pipelines?

Yes, either remove the pipeline filter to search all pipelines, or create separate scenarios for each pipeline with different reminder schedules and email templates.

Why am I getting reminders for deals I already followed up on today?

Make runs on the previous day's data due to HubSpot API caching. Add a buffer by checking for 6-day inactivity instead of 7 days to account for processing delays.

Beginner~12 min setupCRM & EmailVerified April 2026

How to Send HubSpot Deal Follow-up Reminders to Gmail with Make

Automatically email yourself when a HubSpot deal has no email activity for 7 days.

Steps and UI details are based on platform versions at time of writing — check each platform for the latest interface.

ℹ

HubSpot Gmail extension exists as a native integration, but it requires manual setup per user and doesn't create contacts automatically. This guide uses an automation platform for full control. View native option →

Make

Also on:Zapier N8n

Best for

Sales teams who want automated follow-up reminders when HubSpot deals go cold without manual checking.

Not ideal for

Teams that need real-time notifications or complex deal scoring logic beyond simple date-based triggers.

Sync type

scheduled

Use case type

notification

Real-World Example

💡

A 12-person B2B software sales team uses this to catch deals that slip through the cracks. Before automation, reps manually reviewed their deal pipeline twice weekly and regularly missed 2-week quiet periods on high-value prospects. Now they get daily morning emails listing any deal with 7+ days of radio silence, helping them recover 15% more stalled opportunities.

What Will This Cost?

Drag the slider to your expected monthly volume.

Monthly workflow runs

/mo

505005K50K

Each platform counts differently — Zapier: 1 task per trigger. Make: 1 operation per module per record. n8n: 1 execution per run.

$30/mo if billed monthly

Pipedream

$29/mo

Basic plan

Prices shown for annual billing. Based on published pricing as of April 2026.

Estimated ROI

1000

min saved/mo

$583

labor value/mo

Free

no platform cost

Based on ~2 min manual effort per operation at $35/hr fully loaded labor cost.

Implementation

Skip the setup

Import this workflow directly into Make

Copy the pre-built Make blueprint and paste it straight into Make. All modules, filters, and field mappings are already configured — you just need to connect your accounts.

Before You Start

Make sure you have everything ready.

HubSpot account with deals and email tracking enabled

Gmail account with send permissions available

Make account with available operations in your plan

HubSpot pipeline ID where you want to monitor deals

Active deals in HubSpot with email activity data

Field Mapping

Map these fields between your apps.

Field	API Name	Description
Required
Deal Name	`dealname`	The deal title from HubSpot, used in email subject and body for identification
Deal Amount	`amount`	Deal value in dollars, helps prioritize which reminders need immediate attention
Last Contact Date	`notes_last_contacted`	Timestamp of most recent email activity, used for the 7-day filter logic
HubSpot Deal ID	`hs_object_id`	Unique identifier for building direct links back to the deal record in HubSpot

2 optional fields▸ show

Deal Owner	`hubspot_owner_id`	ID of the HubSpot user assigned to the deal, can be used to route reminders to specific reps
Deal Stage	`dealstage`	Current pipeline stage, useful for filtering out closed deals or focusing on specific stages

Step-by-Step Setup

Dashboard > Create Scenario > + > HubSpot

Create New Scenario

Start building your automation scenario in Make. This creates the workspace where you'll connect HubSpot to Gmail.

1Click 'Create a new scenario' from your Make dashboard
2Click the big '+' button in the center of the canvas
3Search for 'HubSpot' in the apps list
4Select the HubSpot app icon

✓ What you should see: You should see a HubSpot module placed on the canvas with configuration options on the right panel.

HubSpot Module > Search CRM Objects > Deals

Configure HubSpot Search Module

Set up the HubSpot search to find deals with no recent email activity. You need Search CRM Objects, not Watch Deals, because you're looking for inactivity.

1Select 'Search CRM Objects' from the HubSpot actions list
2Choose 'Deals' as the object type
3Set the limit to 50 deals per execution
4Click 'Add filter group' to create search criteria

✓ What you should see: The module should show 'Search CRM Objects' with a filter section ready for configuration.

⚠

Common mistake — Don't use 'Watch Deals' - that only triggers on changes, not inactivity periods.

HubSpot Module > Connection > Add

Connect HubSpot Account

Authenticate your HubSpot account so Make can access your deal data. This creates the API connection between platforms.

1Click 'Add' next to the Connection field
2Select 'HubSpot' connection type
3Click 'Sign in with HubSpot'
4Authorize Make in the HubSpot popup window

✓ What you should see: You should see a green 'Connected' status with your HubSpot account name displayed.

Make settings

Connection

Choose a connection…Add

click Add

HubSpot

Authorize Make

popup window

✓

Connected

green checkmark

HubSpot Module > Filter Groups > Property Filters

Set Date Filter for Email Activity

Configure the search filter to find deals where the last email activity is older than 7 days. This is the core logic that identifies stale deals.

1In the filter group, select 'notes_last_contacted' as the property
2Set the operator to 'LT' (less than)
3Enter '{{addDays(now; -7)}}' as the value
4Click 'Add another filter' and select 'pipeline' equals your target pipeline ID

✓ What you should see: The filter shows notes_last_contacted < 7 days ago with your pipeline restriction visible.

⚠

Common mistake — Use 'notes_last_contacted' not 'hs_last_contacted_date' - the latter includes all contact types, not just emails.

HubSpot

trigger

filter

Condition

matches criteria?

yes — passes through

no — skipped

Gmail

notified

Canvas > + > Gmail > Send an Email

Add Gmail Module

Connect the Gmail module to send reminder emails. This will receive deal data from HubSpot and format it into email notifications.

1Click the '+' button after the HubSpot module
2Search for 'Gmail' and select it
3Choose 'Send an Email' action
4Click 'Add' next to Connection to authenticate Gmail

✓ What you should see: A Gmail module appears connected to HubSpot with email composition fields visible.

Gmail Module > Connection > Add > Gmail

Connect Gmail Account

Authenticate your Gmail account for sending reminder emails. Make needs send permissions to deliver the notifications.

1Select 'Gmail' connection type
2Click 'Sign in with Google'
3Choose your Gmail account in the popup
4Grant Make permission to send emails

✓ What you should see: Gmail connection shows green 'Connected' status with your email address displayed.

Gmail Module > To/Subject Fields

Configure Email Recipients

Set up the email addressing so reminders come to you. You can add multiple recipients or use dynamic addressing based on deal ownership.

1Enter your email in the 'To' field
2Leave 'CC' and 'BCC' empty unless you want team notifications
3Set 'Subject' to 'Follow up needed: {{1.dealname}}'
4Map {{1.dealname}} from the HubSpot module data

✓ What you should see: Email fields show your address as recipient with deal name mapped in the subject line.

⚠

Common mistake — Don't hardcode deal names - always map {{1.dealname}} so each email shows the specific deal.

Gmail Module > Content Field > Rich Text Editor

Build Email Body Content

Create the email message with relevant deal information. Include enough context so you know which deal needs attention and why.

1Click in the 'Content' field to open the rich text editor
2Type 'Deal {{1.dealname}} needs follow-up'
3Add 'Amount: ${{1.amount}}' on a new line
4Include 'HubSpot link: {{1.hs_object_id}}' for quick access

✓ What you should see: Email content shows mapped deal fields with proper formatting and HubSpot link structure.

Gmail Module > Content Type Settings

Set Content Type

Configure email format settings so your reminders display correctly. HTML allows for better formatting and clickable links.

1Set 'Content Type' dropdown to 'text/html'
2Leave 'Attachments' empty
3Keep 'Headers' blank unless you need custom routing
4Verify 'From' shows your connected Gmail address

✓ What you should see: Content type shows 'text/html' with your Gmail address as the sender.

⚠

Common mistake — Don't use plain text if you included HTML formatting or links in your email content.

HubSpot Module > Clock Icon > Schedule Settings

Configure Scenario Scheduling

Set the automation to run daily so it checks for stale deals regularly. Running too frequently wastes operations; too infrequently misses follow-ups.

1Click the clock icon on the HubSpot module
2Select 'Every day' from scheduling options
3Set time to 9:00 AM in your timezone
4Choose 'Monday through Friday' for business days only

✓ What you should see: Schedule shows daily execution at 9 AM on weekdays with timezone correctly set.

⚠

Common mistake — Don't schedule more than once daily - you'll burn through operations checking the same deals repeatedly.

Bottom Toolbar > Run Once

Test the Scenario

Run a test to verify the automation works correctly before going live. This catches configuration errors and validates data mapping.

1Click 'Run once' button at the bottom left
2Wait for execution to complete (usually 10-30 seconds)
3Check that deals were found in the HubSpot module output
4Verify test emails arrived in your Gmail inbox

✓ What you should see: Test run shows successful execution with green checkmarks on both modules and email received.

Make

▶ Run once

executed

✓

HubSpot

✓

Gmail

🔔 notification

received

Bottom Toolbar > ON/OFF Toggle

Activate the Scenario

Turn on the automation so it runs automatically according to your schedule. Once active, it will monitor your deals and send reminders without manual intervention.

1Click the 'ON/OFF' toggle switch in the bottom left
2Confirm activation in the popup dialog
3Verify the scenario shows 'ON' status
4Check the execution log shows scheduled runs

✓ What you should see: Scenario status shows 'ON' with next scheduled execution time displayed.

⚠

Common mistake — Monitor the first few scheduled runs to ensure emails aren't being sent for deals you've already followed up on.

Drop this into a Make custom function.

JavaScript — Custom Function{{if(dateDifference(1.notes_last_contacted; now; "days") > 14; "URGENT: "; "")}}{{1.dealname}} needs follow-up

▸ Show code

{{if(dateDifference(1.notes_last_contacted; now; "days") > 14; "URGENT: "; "")}}{{1.dealname}} needs follow-up

... expand to see full code

{{if(dateDifference(1.notes_last_contacted; now; "days") > 14; "URGENT: "; "")}}{{1.dealname}} needs follow-up

Scaling Beyond 100+ deals per day+ Records

If your volume exceeds 100+ deals per day records, apply these adjustments.

Batch Email Processing

Add a 2-second delay between Gmail sends to respect API rate limits. Use Make's sleep function between iterations to avoid 429 errors.

Split by Deal Owner

Create separate scenarios for different sales reps or use routers to send personalized reminders. This prevents one person's inbox from getting flooded with team-wide notifications.

Optimize HubSpot Queries

Add pipeline and deal stage filters to reduce API calls. Searching all deals is expensive - limit to active pipelines and exclude closed stages from the start.

Going live

Production Checklist

Before you turn this on for real, confirm each item.

Set error handling to 'Break' not 'Continue' to catch authentication failures

Applies when: Always

Add a filter to exclude deals in 'Closed Won' or 'Closed Lost' stages

Applies when: Always

Test with your actual HubSpot pipeline ID, not sample data

Applies when: Always

Configure email rate limiting if processing more than 50 deals per run

Applies when: High volume

Add retry logic for Gmail API 429 rate limit errors

Applies when: High volume

Set up notification routing to deal owners instead of a single email

Applies when: Enterprise

Troubleshooting

Common errors and how to fix them.

Frequently Asked Questions

Common questions about this workflow.

Analysis

VerdictWhy Make for this workflow

Use Make for this if you need flexible deal filtering and custom email formatting. The visual editor makes it easy to modify search criteria and email templates without coding. Make's scheduling runs more reliably than Zapier's polling for time-based workflows. Skip Make if you only need basic reminders - IFTTT handles simple HubSpot-to-email triggers for $4/month less.

Cost

This workflow uses 2 operations per run (HubSpot search + Gmail send). At 30 deals/month needing follow-up, that's 60 operations monthly. The Core plan at $9/month includes 10,000 operations, so you're well covered. Zapier would cost $20/month for the same volume since their HubSpot integration requires a paid plan. N8n is free but requires server hosting that adds $10-15/month.

Tradeoffs

Zapier handles HubSpot's 'Deal Recently in Stage' trigger better - it fires immediately when deals go stale instead of daily polling. N8n offers superior email templates with built-in HTML editors and merge tag validation. But Make wins on cost and visual workflow editing. The scenario builder makes it simple to add conditions like 'only deals over $5K' or 'exclude deals owned by specific reps' without writing code.

HubSpot's API returns notes_last_contacted in UTC timezone, which can throw off your 7-day calculation by several hours. The search module paginates at 100 records, so high-volume sales teams need to add an iterator or increase the search limit. Gmail's API has a 250 quota limit per user per second - if you're processing 100+ deals simultaneously, add a 2-second delay between email sends to avoid rate limiting.

Ideas for what to build next

→
Add Slack Notifications — Send follow-up reminders to your team Slack channel instead of email for better visibility and team coordination.
→
Create Activity Logging — Build a Google Sheet log that tracks all reminder emails sent with timestamps and deal outcomes for performance analysis.
→
Set Up Deal Scoring — Enhance the workflow to include deal priority scoring based on amount, stage, and days inactive for better follow-up prioritization.