Turn Gmail meeting summaries into HubSpot CRM records with OpenAI — n8n Workflow

Medium complexity⚡ Trigger7 nodes🤝 Salesby Avkash Kakdiya

Overview

How it works This workflow listens for incoming meeting summary emails in Gmail and processes them automatically. The email content is cleaned and sent to an AI model that extracts CRM-ready sales data in a structured format. The parsed data is then used to create or update contacts, deals, and meeting engagements in HubSpot. This removes manual note-taking and ensures CRM data stays accurate and consistent after every call.

Step-by-step Trigger on meeting summary email** Gmail Trigger – Watc

Nodes used

HubSpotOpenAI

Workflow Preview

Meeting Debrief → HubSpot CRM Automation
This workflow automatically converts meeting summary em
Step:1 Gmail Trigger — Meeting Summary Intake
Triggers the workflow when a new meeting summary email
Step:2 Prepare & Normalize Summary
Extracts and prepares the meeting summary text from the
Step:3 AI Extraction — Structured Sales Data
Uses OpenAI to extract structured sales insights from t
Step:4 Parse AI JSON Output
Cleans and parses the AI response into valid JSON field
Step:5 HubSpot CRM Updates
Creates or updates HubSpot contact, deal, and meeting e
⚡
G
Gmail Trigger
P
Prepare Meeting Summary
P
Parse AI JSON Output
Create Meeting Engagement
AI Extraction
Update Deal
Create or Update Contact
7 nodes6 edges

How it Works

  1. 1

    Trigger

    The workflow starts with a trigger trigger.

  2. 2

    Process

    Data flows through 7 nodes, connecting function, gmailtrigger, hubspot.

  3. 3

    Output

    The workflow completes its automation and delivers the result to the configured destination.

Node Details (7)

HU

HubSpot

hubspot

#1
OP

OpenAI

n8n-nodes-langchain.openAi

#2

How to Import This Workflow

  1. 1Click Download JSON button on the right to save the workflow file.
  2. 2Open your n8n instance. Go to Workflows → New → Import from file.
  3. 3Select the downloaded turn-gmail-meeting-summaries-into-hubspot-crm-records-with-openai file and click Import.
  4. 4Set up credentials for each service node (API keys, OAuth, etc.).
  5. 5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n → Import from JSON:

{ "name": "Turn Gmail meeting summaries into HubSpot CRM records with OpenAI", "nodes": [...], ...}

Integrations

functiongmailtriggerhubspotopenaiset

Get This Workflow

Download and import in one click

Download JSONView on n8n.io
Nodes7
Complexitymedium
Triggertrigger
CategorySales

Created by

Avkash Kakdiya

Avkash Kakdiya

@itechnotion

Tags

functiongmailtriggerhubspotopenaiset
⚡

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