How to Send HubSpot Deal Follow-up Reminders to Gmail with N8n

Workflows > New > Schedule Trigger

Create New N8n Workflow

Start a fresh workflow and set up the polling schedule. This automation needs to check HubSpot regularly for deals that haven't had email activity in exactly 7 days.

1. 1Click 'New Workflow' from the N8n dashboard
2. 2Click the 'Schedule Trigger' node
3. 3Set Trigger Mode to 'Interval'
4. 4Enter '4' for hours (checks 6 times per day)
5. 5Click 'Save' in the top toolbar

Nodes > HubSpot > Deal > Get All

Connect HubSpot Node

Add the HubSpot node to fetch all open deals. You'll filter for stale deals later, but first you need to pull the complete dataset from HubSpot's CRM.

1. 1Click the '+' button to the right of Schedule Trigger
2. 2Search for 'HubSpot' and select it
3. 3Choose 'Deal' as the resource
4. 4Select 'Get All' as the operation
5. 5Click 'Create New Credential' and enter your HubSpot API key

HubSpot Node > Additional Fields > Properties

Configure Deal Filters

Set up HubSpot to only return open deals and include the engagement data you need. This reduces API calls and gives you access to email activity timestamps.

1. 1Click 'Add Field' in the HubSpot node options
2. 2Select 'Properties to Get' from the dropdown
3. 3Enter 'dealname,dealstage,notes_last_contacted,hs_lastmodifieddate'
4. 4Click 'Add Field' again and select 'Pipeline Stage'
5. 5Choose 'Open' stages only (exclude Closed Won/Lost)

Nodes > Code > Run Once for All Items

Add Date Calculation Node

Use a Code node to identify deals with no email activity in exactly 7 days. This requires JavaScript to compare the notes_last_contacted timestamp with today's date.

1. 1Click '+' after the HubSpot node
2. 2Search for 'Code' and select it
3. 3Choose 'Run Once for All Items' mode
4. 4Paste the date calculation code into the editor
5. 5Click 'Test Step' to verify the logic works

Nodes > Logic > IF > Number Condition

Filter for 7-Day Threshold

Add an IF node to only proceed with deals that meet your exact follow-up criteria. This prevents duplicate reminders and ensures you only get notified at the right time.

1. 1Click '+' after the Code node
2. 2Select 'IF' from the Logic section
3. 3Set Condition to 'Number'
4. 4Enter '{{ $json.days_since_contact }}' in the Value 1 field
5. 5Choose 'Larger Equal' and enter '7' in Value 2

Nodes > Data Transformation > HTML > Generate Template

Format Email Content

Create the reminder email content with deal details. Use N8n's template system to pull deal name, stage, and last contact date into a readable format.

1. 1Click '+' after the True output of the IF node
2. 2Search for 'HTML' and select it
3. 3Choose 'Generate HTML Template'
4. 4Enter your email subject: 'Follow up needed: {{ $json.dealname }}'
5. 5Add body template with deal details and HubSpot link

Nodes > Gmail > Send Email > OAuth2 Credential

Connect Gmail Credentials

Set up Gmail authentication to send reminder emails. N8n uses OAuth2 for Gmail, which requires a one-time authorization flow through Google.

1. 1Click '+' after the HTML node
2. 2Search for 'Gmail' and select it
3. 3Choose 'Send Email' as the operation
4. 4Click 'Create New Credential'
5. 5Select 'OAuth2' and follow the Google authorization flow

Gmail Node > Send Configuration

Configure Gmail Send Settings

Map the HTML template output to Gmail's send fields. Set up the recipient, subject, and body content to create a useful follow-up reminder.

1. 1Set 'To' field to your email address
2. 2Map Subject to '{{ $('HTML').item.json.subject }}'
3. 3Set Message to '{{ $('HTML').item.json.body }}'
4. 4Choose 'HTML' for Message Format
5. 5Enable 'Send to Me' if sending to yourself

Workflow > Test Workflow

Test the Complete Workflow

Run a full test to verify the workflow identifies stale deals and sends properly formatted reminder emails. This catches any data mapping issues before going live.

1. 1Click 'Test Workflow' in the top toolbar
2. 2Check each node's output by clicking the execution number
3. 3Verify the IF node filtered correctly
4. 4Check your Gmail for the test reminder email
5. 5Review email formatting and deal details

Workflow > Active Toggle > Executions

Activate and Monitor

Turn on the workflow and set up basic monitoring. N8n will now check every 4 hours for deals needing follow-up and send you Gmail reminders automatically.

1. 1Click the toggle switch in the top right to 'Active'
2. 2Click 'Executions' to monitor workflow runs
3. 3Set up error notifications in Settings > Workflow Settings
4. 4Save the workflow with a descriptive name
5. 5Add it to a folder for organization

Drop this into an n8n Code node.

// Filter for deals needing follow-up and add priority scoring
const now = new Date();
const staleDeals = items.filter(item => {

// Filter for deals needing follow-up and add priority scoring
const now = new Date();
const staleDeals = items.filter(item => {
  if (!item.json.notes_last_contacted) return false;
  const lastContact = new Date(item.json.notes_last_contacted);
  const daysDiff = Math.floor((now - lastContact) / (1000 * 60 * 60 * 24));
  item.json.days_stale = daysDiff;
  item.json.priority = item.json.amount > 10000 ? 'High' : 'Normal';
  return daysDiff >= 7;
});
return staleDeals.sort((a, b) => b.json.amount - a.json.amount);