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

Yes, map the HubSpot Owner Email field to Gmail's 'To' field instead of hardcoding your email. Add a filter to skip deals with no assigned owner to prevent delivery failures.

What if I want to check calls and meetings, not just emails?

Run separate Find Engagement steps for each activity type (call, meeting, email) and use Zapier's Filter to only continue if ALL searches return empty. This burns more tasks but catches every contact attempt.

Why does the 7-day delay start immediately when deals update?

Zapier's delay runs from the trigger time, not the last activity date. If you need delays based on last activity, use a different trigger like 'New Deal' and calculate the delay period in a Code step.

Can I customize reminder frequency per deal stage?

Create separate Zaps for each stage with different delay periods. Filter each Zap to only trigger on specific stages — 3 days for 'Proposal', 7 days for 'Qualified', etc.

How do I prevent reminders for deals I'm actively working?

Add a custom HubSpot deal property like 'Skip Reminders' checkbox. Include a filter step checking if this field is false before sending Gmail notifications.

Beginner~8 min setupCRM & EmailVerified April 2026

How to Set HubSpot Deal Follow-up Reminders via Gmail with Zapier

Get Gmail alerts when HubSpot deals have no email activity for 7+ days to prevent leads from going cold.

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 →

Zapier

Also on:Make N8n

Best for

Sales teams who manually check HubSpot daily and want automatic nudges for stale deals without custom development.

Not ideal for

Teams needing complex follow-up sequences or those already using dedicated sales engagement platforms like Outreach or SalesLoft.

Sync type

polling

Use case type

notification

Real-World Example

💡

A 12-person B2B SaaS sales team uses this to catch deals stuck in 'Qualified to Buy' stage for over a week. Before automation, their sales manager manually reviewed 40+ active deals each Monday morning, taking 45 minutes to identify which needed attention. Now they get automatic Gmail alerts within hours of the 7-day mark, cutting review time to zero and preventing $15K+ deals from going cold.

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

Before You Start

Make sure you have everything ready.

HubSpot Professional or Enterprise account with API access

Admin permissions in HubSpot to view all pipeline deals and email activities

Gmail account for receiving reminder notifications

Active deals in your HubSpot pipeline for testing the automation

Zapier account (free tier supports up to 100 tasks per month)

Field Mapping

Map these fields between your apps.

Field	API Name	Description
Required
Deal ID	`hs_object_id`	Unique numeric identifier for the HubSpot deal, required for engagement API searches
Deal Name	`dealname`	Human-readable deal title that appears in Gmail reminder subject line
Deal Stage	`dealstage`	Current pipeline stage to include in reminder context for prioritization

3 optional fields▸ show

Deal Amount	`amount`	Deal value in your default currency, helps prioritize which reminders need immediate attention
Close Date	`closedate`	Target close date to calculate urgency in follow-up reminder email
Deal Owner	`hubspot_owner_id`	Assigned sales rep ID, useful if you want to send reminders to deal owners instead of yourself

Step-by-Step Setup

Dashboard > Create Zap > HubSpot

Create new Zap from dashboard

Start building your follow-up reminder automation. Zapier's Zap builder will guide you through connecting HubSpot to Gmail for deal monitoring.

1Click the orange 'Create Zap' button in your Zapier dashboard
2Select 'HubSpot' from the trigger app search results
3Choose 'Updated Deal in Pipeline' from the trigger event dropdown

✓ What you should see: You should see HubSpot selected as your trigger with 'Updated Deal in Pipeline' configured as the event type.

Trigger > HubSpot > Account Connection

Connect your HubSpot account

Authenticate Zapier to access your HubSpot deals and activity data. This requires admin permissions to read deal and email activity information.

1Click 'Sign in to HubSpot' button
2Enter your HubSpot credentials in the popup window
3Click 'Grant access' to allow Zapier deal and activity permissions
4Click 'Continue' after seeing the green 'Connected' status

✓ What you should see: Green checkmark next to HubSpot with 'Connected' status and your account name displayed.

⚠

Common mistake — Don't use a limited user account — you need permissions to view all pipeline deals and email activities.

Zapier settings

Connection

Choose a connection…Add

click Add

HubSpot

Authorize Zapier

popup window

✓

Connected

green checkmark

Trigger > Set up trigger > Pipeline Selection

Configure deal pipeline filters

Set which deals trigger the automation. Focus on active pipeline stages where follow-up matters most, not closed deals.

1Select your target pipeline from the 'Pipeline' dropdown
2Choose 'Appointment Scheduled, Qualified to Buy, Presentation Scheduled' from Deal Stage options
3Leave 'Deal Type' as 'Any' unless you want to filter further
4Click 'Continue' to proceed to test step

✓ What you should see: Configuration panel shows your selected pipeline and deal stages with 'Any Deal Type' selected.

⚠

Common mistake — Don't include 'Closed Won' or 'Closed Lost' stages — you don't need follow-ups on finished deals.

HubSpot

trigger

filter

Deal Stage

matches criteria?

yes — passes through

no — skipped

Gmail

notified

Trigger > Test > Sample Data

Test HubSpot trigger with sample data

Zapier pulls a recent deal update to verify the connection works. This sample data will populate your Gmail reminder template.

1Click 'Test trigger' button
2Wait for Zapier to fetch recent deal updates from your pipeline
3Review the sample deal data showing fields like Deal Name, Amount, Stage
4Click 'Continue with selected record' to proceed

✓ What you should see: Sample deal record displays with populated fields including deal name, stage, amount, and last activity date.

⚠

Common mistake — If no deals appear, update any deal in HubSpot first — Zapier needs recent activity to pull test data.

Zapier

▶ Turn on & test

executed

✓

HubSpot

✓

Gmail

🔔 notification

received

Steps > + > Delay by Zapier > Delay For

Add delay filter for 7-day wait

Insert a delay before sending reminders. This prevents immediate notifications and only triggers after the actual 7-day period.

1Click the '+' icon between trigger and action steps
2Select 'Delay by Zapier' from the apps list
3Choose 'Delay For' as the delay type
4Set delay to '7' and select 'Days' from the time unit dropdown

✓ What you should see: Delay step shows '7 Days' with a clock icon between your HubSpot trigger and the next action.

⚠

Common mistake — Don't use 'Delay Until' — that requires a specific date/time, not a relative delay period.

Steps > + > HubSpot > Find Engagement

Add HubSpot search for recent emails

Check if any emails were sent for this deal during the delay period. This prevents duplicate reminders for deals that already had recent contact.

1Click the '+' icon to add another step
2Search for and select 'HubSpot' again
3Choose 'Find Engagement' from the action dropdown
4Set 'Engagement Type' to 'Email' and map 'Associated Deal ID' to the trigger deal ID

✓ What you should see: HubSpot Find Engagement step configured to search for emails associated with your trigger deal.

⚠

Common mistake — Map the Deal ID from step 1, not the Deal Name — HubSpot's API requires the numeric ID for engagement searches.

Action > HubSpot > Find Engagement > Created After

Configure email date filter

Filter search results to only find emails from the last 7 days. This ensures the reminder only sends when there's genuinely been no recent contact.

1Scroll to 'Created After' field in the Find Engagement step
2Click the date picker and select 'Custom'
3Enter the formula: {{zap_meta_human_now__minus_7d}}
4Leave 'Created Before' empty to search up to today

✓ What you should see: Created After field shows the minus 7 days formula, filtering to only recent email engagements.

⚠

Common mistake — Don't hardcode a specific date — use the dynamic formula so it calculates 7 days from when each Zap runs.

Action > Find Engagement > Test

Test engagement search

Verify HubSpot returns the correct email data for your sample deal. This confirms the engagement search will work for filtering recent activity.

1Click 'Test action' in the Find Engagement step
2Wait for HubSpot to search for recent emails on the sample deal
3Review results — if emails found, note the count and dates
4Click 'Continue' regardless of whether emails were found

✓ What you should see: Test results show either recent emails found (with dates) or 'No engagements found' if no recent email activity.

Steps > + > Filter > Only continue if

Add filter to only continue if no emails found

Stop the Zap if recent emails were found. This prevents sending reminders for deals that already had recent follow-up activity.

1Click '+' to add a Filter step between engagement search and Gmail
2Set condition: 'Find Engagement Result' 'Does not exist'
3Click 'Continue' to add the filter logic
4Test the filter to confirm it works with your sample data

✓ What you should see: Filter step shows condition checking if engagement search returned empty results.

⚠

Common mistake — Use 'Does not exist' not 'Is empty' — HubSpot returns different data structures for zero results versus empty strings.

Steps > + > Gmail > Send Email

Add Gmail as action app

Configure Gmail to send the follow-up reminder email. You'll send yourself an email with deal details and a call to action.

1Click '+' after the filter step
2Search for and select 'Gmail' from the apps list
3Choose 'Send Email' as the action event
4Click 'Continue' to proceed to Gmail connection

✓ What you should see: Gmail appears as your action step with 'Send Email' selected as the event type.

Action > Gmail > Account Connection

Connect Gmail account

Authenticate your Gmail account for sending reminder emails. Zapier needs permission to send emails on your behalf.

1Click 'Sign in to Gmail'
2Select your Google account from the list
3Click 'Allow' to grant Zapier email sending permissions
4Verify your email address appears in the connected account

✓ What you should see: Gmail shows 'Connected' status with your email address displayed in the account dropdown.

⚠

Common mistake — Use your primary work Gmail — reminder emails will come from this address.

Action > Gmail > Email Template

Compose reminder email template

Create the email content with deal details and next steps. Include enough context to take action without switching to HubSpot first.

1Set 'To' field to your email address
2Enter subject: 'Follow up needed: {{Deal Name}} ({{Deal Stage}})'
3In Body, add: 'Deal {{Deal Name}} worth {{Amount}} has had no email activity for 7+ days. Last update: {{Last Activity Date}}. Action needed.'
4Add HubSpot deal link: '{{HubSpot Deal URL}}'

✓ What you should see: Email template shows dynamic fields populated with sample deal data from your test trigger.

⚠

Common mistake — Don't use HTML formatting — some email clients strip it out, making your reminders harder to read.

Message template

📬 New entry: {{1.name}}
Email: {{1.email}}
Details: {{1.description}}

Drop this into a Zapier Code step.

JavaScript — Code Step{{zap_meta_human_now__minus_7d__YYYY-MM-DD}} for the engagement search date filter — this formats the date exactly how HubSpot's API expects it without timezone conversion issues.

▸ Show code

{{zap_meta_human_now__minus_7d__YYYY-MM-DD}} for the engagement search date filter — this formats the date exactly how HubSpot's API expects it without timezone conversion issues.

... expand to see full code

{{zap_meta_human_now__minus_7d__YYYY-MM-DD}} for the engagement search date filter — this formats the date exactly how HubSpot's API expects it without timezone conversion issues.

message template

🔔 New Update: {{firstname}} {{lastname}}
email: {{email}}
company: {{company}}

#sales

🔔 New Update: Jane Smith

Email: [email protected]

Company: Acme Corp

Scaling Beyond 100+ active deals+ Records

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

Stagger pipeline monitoring

Create separate Zaps for each pipeline stage with different delay periods. Monitor 'Qualified' deals every 5 days but 'Proposal' stage every 3 days based on urgency.

Add rate limiting filters

Include a filter to skip deals modified in the last 4 hours. This prevents reminder floods when you bulk-update deal stages or import new contacts.

Switch to weekly digest emails

Instead of individual Gmail reminders, use Google Sheets to collect stale deals and send one weekly summary. This reduces task consumption from 4 per deal to 1 per week plus sheet updates.

Going live

Production Checklist

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

Test with a real deal that hasn't had email activity, not sample data from Zapier's test

Applies when: Always

Set error handling to 'Stop task' not 'Continue anyway' to avoid sending reminders on API failures

Applies when: Always

Add deal owner email as CC field so both you and the assigned rep get notified

Applies when: High volume

Create a Google Sheet log of all reminders sent to track follow-up patterns over time

Applies when: Enterprise

Set up separate Zaps for different pipelines if reminder urgency varies by deal type

Applies when: High volume

Enable email threading by adding 'Re: Deal Follow-up' prefix so reminders group in Gmail

Applies when: Always

Troubleshooting

Common errors and how to fix them.

Frequently Asked Questions

Common questions about this workflow.

Analysis

VerdictWhy Zapier for this workflow

Use Zapier for this if your team doesn't code and you want simple setup in under 20 minutes. The trigger fires within 15 minutes of deal updates and Gmail delivery is instant. The Filter step prevents spam by only sending reminders when there's actually been no contact. Pick Make instead if you need more complex logic like checking multiple engagement types (calls + emails + meetings) in one search — Make's HubSpot module handles batch queries better.

Cost

This workflow burns 4 tasks per reminder: deal trigger, engagement search, filter check, and Gmail send. At 50 stale deals per month, that's 200 tasks total. Zapier's Starter plan ($20/month) includes 750 tasks, giving you room for 180+ reminders monthly. Make charges $9/month for 1,000 operations, so you'd save $11/month. But Make requires learning their visual builder, which takes 2-3 hours versus Zapier's 20-minute setup.

Tradeoffs

Make handles HubSpot's engagement API better — their 'List Engagements' module can filter by multiple types (email, call, meeting) in one request. N8N's HubSpot node includes date math functions, so you don't need to memorize Zapier's weird formula syntax like {{zap_meta_human_now__minus_7d}}. But Zapier wins on reliability — their HubSpot integration rarely breaks, while Make's engagement module throws 429 rate limit errors under heavy usage.

HubSpot's engagement API paginates at 100 results, but this workflow only checks recent emails so you won't hit limits. The bigger issue is deal stage timing — if someone moves a deal and emails the contact 30 minutes later, Zapier already triggered the 7-day delay and will send a false reminder. You'll also get reminder floods if you bulk-update deal stages. Set up a separate filter to exclude deals modified in the last 2 hours to avoid this.

Ideas for what to build next

→
Log reminders to Google Sheets — Track which deals generate the most reminders to identify pipeline bottlenecks or deals that need different nurturing approaches.
→
Add Slack notifications for high-value deals — Send urgent alerts to your sales channel when deals over $50K go 7 days without contact, while keeping low-value deal reminders in email.
→
Create follow-up task in HubSpot — Instead of just email reminders, automatically create a HubSpot task assigned to the deal owner with a due date of today plus suggested next steps.