{ "name": "Lumeor | AI sales follow-up sequences (HubSpot + Gmail)", "nodes": [ { "parameters": { "content": "## AI sales follow-up sequences\nEnrolls contacts on HubSpot deals that reach a trigger stage, drafts each follow-up with Claude from the deal notes, sends it as a threaded reply from the rep's Gmail, and stops the moment the contact (or anyone at their company domain) writes back.\n\n**Every 15 minutes (weekdays, 8am to 5pm):**\n1. Top branch: find deals in the trigger stage, look up their contacts, enroll new ones in Postgres (suppression list and one-active-sequence rules are enforced in SQL).\n2. Bottom branch: read recent inbound mail, stop sequences that got a reply, add \"unsubscribe\" replies to suppression, then draft, validate and send the steps that are due.\n3. Refusals, truncated drafts, missing threads and failed checks go to Slack.\n\n**Setup**\n1. Run the SQL in the yellow note against your Postgres database.\n2. Credentials: HubSpot Service Key (private app token with crm.objects.deals.read and crm.objects.contacts.read), Postgres, Gmail OAuth2 (the rep's mailbox), Anthropic, Slack.\n3. Replace REPLACE_WITH_TRIGGER_STAGE_ID, REPLACE_WITH_REP_SIGNATURE, REPLACE_WITH_COMPANY_POSTAL_ADDRESS and REPLACE_WITH_SLACK_CHANNEL.\n4. Set your instance time zone so the schedule matches business hours.\n\nSequences only run where the rep has already emailed the contact, so every follow-up lands in a real thread. Model: claude-opus-5-5. For high-volume reply classification you can switch to claude-haiku-5-5, which is cheaper.\n\nTemplate by Lumeor Studio, https://www.lumeor.studio/guides/automate-sales-follow-up-sequences/", "height": 820, "width": 560, "color": 7 }, "id": "a97f877a-5ff2-4645-984b-f1903c8880b0", "name": "About this template", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -80, -420 ] }, { "parameters": { "content": "### Postgres tables (run once)\n```sql\nCREATE TABLE follow_up_enrollments (\n id bigserial PRIMARY KEY,\n deal_id text NOT NULL,\n deal_name text,\n deal_notes text,\n owner_id text,\n contact_id text,\n contact_email text NOT NULL,\n contact_domain text,\n first_name text,\n sequence_key text NOT NULL DEFAULT 'post_demo',\n step int NOT NULL DEFAULT 1,\n max_steps int NOT NULL DEFAULT 4,\n status text NOT NULL DEFAULT 'active',\n next_send_at timestamptz NOT NULL,\n last_sent_at timestamptz,\n last_message_id text,\n thread_id text,\n stopped_at timestamptz,\n created_at timestamptz NOT NULL DEFAULT now(),\n UNIQUE (deal_id, sequence_key)\n);\nCREATE UNIQUE INDEX one_active_sequence_per_contact\n ON follow_up_enrollments (contact_email) WHERE status = 'active';\nCREATE TABLE follow_up_suppression (\n email text PRIMARY KEY,\n reason text,\n created_at timestamptz NOT NULL DEFAULT now()\n);\n```", "height": 820, "width": 520, "color": 6 }, "id": "cc609546-ec4c-472b-8ca2-4aaae910bbba", "name": "Database setup", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ 520, -420 ] }, { "parameters": { "rule": { "interval": [ { "field": "cronExpression", "expression": "*/15 8-17 * * 1-5" } ] } }, "id": "d1d14753-c777-4809-b81c-5e17e9ac60fa", "name": "Every 15 min on weekdays", "type": "n8n-nodes-base.scheduleTrigger", "typeVersion": 1.2, "position": [ 0, 520 ] }, { "parameters": { "method": "POST", "url": "https://api.hubapi.com/crm/v3/objects/deals/search", "authentication": "predefinedCredentialType", "nodeCredentialType": "hubspotAppToken", "sendBody": true, "specifyBody": "json", "jsonBody": "={{ JSON.stringify({ filterGroups: [ { filters: [ { propertyName: 'dealstage', operator: 'EQ', value: 'REPLACE_WITH_TRIGGER_STAGE_ID' }, { propertyName: 'hs_lastmodifieddate', operator: 'GTE', value: String(Date.now() - 2 * 24 * 60 * 60 * 1000) } ] } ], properties: ['dealname', 'dealstage', 'amount', 'hubspot_owner_id', 'description', 'closedate'], sorts: [ { propertyName: 'hs_lastmodifieddate', direction: 'DESCENDING' } ], limit: 100 }) }}", "options": {} }, "id": "38567932-cfa4-4d08-8024-c93999c78bb7", "name": "Find deals in trigger stage", "type": "n8n-nodes-base.httpRequest", "typeVersion": 4.2, "position": [ 240, 420 ] }, { "parameters": { "conditions": { "options": { "caseSensitive": true, "leftValue": "", "typeValidation": "loose", "version": 2 }, "conditions": [ { "id": "bd7eba2c-65f7-4ef9-ad78-404a1dbced04", "leftValue": "={{ $json.total }}", "rightValue": 0, "operator": { "type": "number", "operation": "gt" } } ], "combinator": "and" }, "looseTypeValidation": true, "options": {} }, "id": "3cf5d634-a6c2-4037-be9c-d60b529ce825", "name": "Any deals found?", "type": "n8n-nodes-base.if", "typeVersion": 2.2, "position": [ 460, 420 ] }, { "parameters": { "method": "POST", "url": "https://api.hubapi.com/crm/v4/associations/deals/contacts/batch/read", "authentication": "predefinedCredentialType", "nodeCredentialType": "hubspotAppToken", "sendBody": true, "specifyBody": "json", "jsonBody": "={{ JSON.stringify({ inputs: $json.results.map(d => ({ id: d.id })) }) }}", "options": {} }, "id": "1c32cf79-5606-47d3-b9cf-5f65e7f2612c", "name": "Get deal contacts", "type": "n8n-nodes-base.httpRequest", "typeVersion": 4.2, "position": [ 680, 400 ] }, { "parameters": { "method": "POST", "url": "https://api.hubapi.com/crm/v3/objects/contacts/batch/read", "authentication": "predefinedCredentialType", "nodeCredentialType": "hubspotAppToken", "sendBody": true, "specifyBody": "json", "jsonBody": "={{ JSON.stringify({ properties: ['email', 'firstname', 'lastname'], inputs: [...new Set($json.results.flatMap(r => (r.to || []).map(t => String(t.toObjectId))))].map(id => ({ id })) }) }}", "options": {} }, "id": "967a6c8d-4b48-4cdd-acd5-9ae613951c59", "name": "Get contact details", "type": "n8n-nodes-base.httpRequest", "typeVersion": 4.2, "position": [ 900, 400 ] }, { "parameters": { "operation": "executeQuery", "query": "-- Joins deals, deal-contact links and contacts, then enrolls each deal's first contact.\n-- ON CONFLICT skips deals already enrolled and contacts already in an active sequence.\nWITH deals AS (\n SELECT d->>'id' AS deal_id,\n d->'properties'->>'dealname' AS deal_name,\n d->'properties'->>'description' AS deal_notes,\n d->'properties'->>'hubspot_owner_id' AS owner_id\n FROM json_array_elements($1::json) d\n), links AS (\n SELECT a->'from'->>'id' AS deal_id,\n (SELECT min(t->>'toObjectId') FROM json_array_elements(a->'to') t) AS contact_id\n FROM json_array_elements($2::json) a\n), contacts AS (\n SELECT c->>'id' AS contact_id,\n lower(c->'properties'->>'email') AS email,\n c->'properties'->>'firstname' AS first_name\n FROM json_array_elements($3::json) c\n)\nINSERT INTO follow_up_enrollments\n (deal_id, deal_name, deal_notes, owner_id, contact_id, contact_email, contact_domain, first_name, sequence_key, step, next_send_at, status)\nSELECT d.deal_id, d.deal_name, d.deal_notes, d.owner_id, c.contact_id, c.email, split_part(c.email, '@', 2), c.first_name,\n 'post_demo', 1, now() + interval '1 day', 'active'\nFROM deals d\nJOIN links l ON l.deal_id = d.deal_id\nJOIN contacts c ON c.contact_id = l.contact_id\nWHERE c.email IS NOT NULL\n AND NOT EXISTS (SELECT 1 FROM follow_up_suppression s WHERE s.email = c.email)\nON CONFLICT DO NOTHING\nRETURNING id, deal_id, contact_email;", "options": { "queryReplacement": "={{ [ JSON.stringify($('Find deals in trigger stage').first().json.results), JSON.stringify($('Get deal contacts').first().json.results), JSON.stringify($json.results) ] }}" } }, "id": "3a768c8b-18ab-4c73-baf6-390fe268beb6", "name": "Enroll new contacts", "type": "n8n-nodes-base.postgres", "typeVersion": 2.5, "position": [ 1120, 400 ] }, { "parameters": { "operation": "getAll", "returnAll": false, "limit": 200, "simple": true, "filters": { "q": "in:inbox newer_than:2d -from:me" } }, "id": "1a0019a4-1a01-4458-8264-a419a0015a86", "name": "Read recent inbound email", "type": "n8n-nodes-base.gmail", "typeVersion": 2.1, "position": [ 240, 680 ], "alwaysOutputData": true }, { "parameters": { "operation": "executeQuery", "query": "-- 1) Any inbound mail from a contact (or their company domain) stops their sequence.\n-- 2) Replies that ask to unsubscribe go on the suppression list.\n-- 3) Return active steps that are due, skipping anyone who just wrote in.\nWITH inbound AS (\n SELECT lower(substring(m->>'from' from '[A-Za-z0-9._%+-]+@[A-Za-z0-9.-]+')) AS email,\n coalesce(m->>'snippet', '') AS snippet\n FROM json_array_elements($1::json) m\n), inbound_clean AS (\n SELECT email, split_part(email, '@', 2) AS domain, snippet FROM inbound WHERE email IS NOT NULL\n), new_suppressions AS (\n INSERT INTO follow_up_suppression (email, reason)\n SELECT DISTINCT email, 'unsubscribe_reply' FROM inbound_clean\n WHERE snippet ~* '(unsubscribe|opt out|remove me|stop emailing)'\n ON CONFLICT (email) DO NOTHING\n RETURNING email\n), stopped AS (\n UPDATE follow_up_enrollments e\n SET status = 'stopped_reply', stopped_at = now()\n WHERE e.status = 'active'\n AND (e.contact_email IN (SELECT email FROM inbound_clean)\n OR e.contact_domain IN (\n SELECT domain FROM inbound_clean\n WHERE domain NOT IN ('gmail.com', 'googlemail.com', 'outlook.com', 'hotmail.com', 'yahoo.com', 'icloud.com', 'aol.com')))\n RETURNING e.id\n)\nSELECT e.id, e.deal_id, e.deal_name, e.deal_notes, e.contact_email, e.first_name, e.sequence_key, e.step, e.max_steps,\n e.last_sent_at\nFROM follow_up_enrollments e\nWHERE e.status = 'active'\n AND e.next_send_at <= now()\n AND e.id NOT IN (SELECT id FROM stopped)\n AND NOT EXISTS (SELECT 1 FROM follow_up_suppression s WHERE s.email = e.contact_email)\n AND NOT EXISTS (SELECT 1 FROM inbound_clean i WHERE i.email = e.contact_email)\nORDER BY e.next_send_at\nLIMIT 25;", "options": { "queryReplacement": "={{ [ JSON.stringify($input.all().map(i => ({ from: String(i.json.From || ''), snippet: String(i.json.snippet || '') }))) ] }}" } }, "id": "6409b9c4-e2e0-41aa-8803-9e75c081e543", "name": "Stop replied, get due steps", "type": "n8n-nodes-base.postgres", "typeVersion": 2.5, "position": [ 460, 680 ], "executeOnce": true }, { "parameters": { "method": "GET", "url": "https://gmail.googleapis.com/gmail/v1/users/me/messages", "authentication": "predefinedCredentialType", "nodeCredentialType": "gmailOAuth2", "sendQuery": true, "queryParameters": { "parameters": [ { "name": "q", "value": "=in:sent to:{{ $json.contact_email }}" }, { "name": "maxResults", "value": "1" } ] }, "options": {} }, "id": "dfb94d46-ddde-4c9a-aab0-cdc40e8b8d0c", "name": "Find last thread with contact", "type": "n8n-nodes-base.httpRequest", "typeVersion": 4.2, "position": [ 680, 680 ] }, { "parameters": { "method": "POST", "url": "https://api.anthropic.com/v1/messages", "authentication": "predefinedCredentialType", "nodeCredentialType": "anthropicApi", "sendHeaders": true, "headerParameters": { "parameters": [ { "name": "anthropic-version", "value": "2023-06-01" } ] }, "sendBody": true, "specifyBody": "json", "jsonBody": "={{ JSON.stringify({ model: 'claude-opus-5-5', max_tokens: 2000, system: \"You write short sales follow-up emails for a B2B rep, sent as a reply in an existing email thread.\\nRules:\\n- 40 to 140 words. Plain text, no subject line, no greeting beyond the first name, no signature (it is added later).\\n- Use only facts in the deal notes provided. Never invent pricing, discounts, deadlines, features, customers or results.\\n- Each step must add something new. Step 1: recap the agreed next step or answer an open question from the notes. Step 2: share one relevant example or resource mentioned in the notes. Step 3: a direct scheduling nudge. Final step: a polite close-the-loop message that makes it easy to say not now.\\n- Never use the phrases \\\"just bumping\\\", \\\"circling back\\\" or \\\"touching base\\\". Do not mention that this is automated.\\n- End with one clear call to action.\\n- If the notes are too thin to write something specific without inventing facts, set needs_human to true and explain why.\", output_config: { \"format\": { \"type\": \"json_schema\", \"schema\": { \"type\": \"object\", \"properties\": { \"body\": { \"type\": \"string\", \"description\": \"The email body, plain text, without signature\" }, \"call_to_action\": { \"type\": \"string\", \"description\": \"The single call to action used\" }, \"facts_used\": { \"type\": \"array\", \"items\": { \"type\": \"string\" }, \"description\": \"Facts from the deal notes that the email relies on\" }, \"needs_human\": { \"type\": \"boolean\", \"description\": \"True if a person should write this step instead\" }, \"needs_human_reason\": { \"type\": \"string\", \"description\": \"Why a person should write it, or an empty string\" } }, \"required\": [ \"body\", \"call_to_action\", \"facts_used\", \"needs_human\", \"needs_human_reason\" ], \"additionalProperties\": false } } }, messages: [ { role: 'user', content: 'Write follow-up step ' + $('Stop replied, get due steps').item.json.step + ' of ' + $('Stop replied, get due steps').item.json.max_steps + '.\\n\\nDeal context (JSON):\\n' + JSON.stringify({ deal_name: $('Stop replied, get due steps').item.json.deal_name, contact_first_name: $('Stop replied, get due steps').item.json.first_name, deal_notes: $('Stop replied, get due steps').item.json.deal_notes || '', last_follow_up_sent_at: $('Stop replied, get due steps').item.json.last_sent_at }) } ] }) }}", "options": { "timeout": 120000 } }, "id": "d634e866-1345-4407-9d68-2b3383ec0733", "name": "Draft follow-up with Claude", "type": "n8n-nodes-base.httpRequest", "typeVersion": 4.2, "position": [ 900, 680 ], "retryOnFail": true, "maxTries": 3, "waitBetweenTries": 5000, "onError": "continueErrorOutput" }, { "parameters": { "mode": "runOnceForAllItems", "language": "javaScript", "jsCode": "// Checks every Claude draft before anything is sent.\n// Items that fail are returned as { error, details } so n8n routes them to the error output.\nconst MIN_WORDS = 25;\nconst MAX_CHARS = 1200;\nconst BANNED = [/just bumping/i, /circling back/i, /touching base/i, /\\bdiscount/i, /% off/i, /\\$\\s?\\d/, /\\[[^\\]]+\\]/];\nconst SIGNATURE = [\n '',\n 'REPLACE_WITH_REP_SIGNATURE',\n 'REPLACE_WITH_COMPANY_POSTAL_ADDRESS',\n 'If you would rather not hear from us, reply \"unsubscribe\" and we will stop.',\n].join('\\n');\n\nconst out = [];\nconst items = $input.all();\nfor (let i = 0; i < items.length; i++) {\n const res = items[i].json;\n const enrollment = $('Stop replied, get due steps').itemMatching(i).json;\n const thread = $('Find last thread with contact').itemMatching(i).json;\n const details = { enrollment_id: enrollment.id, contact_email: enrollment.contact_email, deal_name: enrollment.deal_name, step: enrollment.step };\n const fail = (reason, extra = {}) => out.push({ json: { error: reason, details: { ...details, ...extra } } });\n\n if (res.stop_reason === 'refusal' || res.stop_reason === 'max_tokens') {\n fail(`Claude stopped with stop_reason=${res.stop_reason}`);\n continue;\n }\n // Opus 5.5 may return a thinking block first, so find the text block explicitly.\n const block = (res.content || []).find((b) => b.type === 'text');\n if (!block) {\n fail('Claude response had no text block');\n continue;\n }\n let draft;\n try {\n draft = JSON.parse(block.text);\n } catch (e) {\n fail('Claude response was not valid JSON', { raw: String(block && block.text).slice(0, 300) });\n continue;\n }\n if (draft.needs_human) {\n fail('Claude asked for a human to write this step', { why: draft.needs_human_reason });\n continue;\n }\n const text = String(draft.body || '').trim();\n const words = text.split(/\\s+/).filter(Boolean).length;\n if (words < MIN_WORDS || text.length > MAX_CHARS) {\n fail(`Draft length out of range (${words} words, ${text.length} chars)`);\n continue;\n }\n const hit = BANNED.find((re) => re.test(text));\n if (hit) {\n fail(`Draft matched a blocked pattern ${hit}`, { draft: text.slice(0, 300) });\n continue;\n }\n const message = thread.messages && thread.messages[0];\n if (!message) {\n fail('No earlier email to this contact in the rep mailbox, so there is no thread to reply in');\n continue;\n }\n out.push({\n json: {\n enrollment_id: enrollment.id,\n contact_email: enrollment.contact_email,\n thread_id: message.threadId,\n message_id: message.id,\n body_text: `${text}\\n${SIGNATURE}`,\n },\n });\n}\nreturn out;" }, "id": "bc2394c3-9b7d-4bf0-8add-a2fe6a08791e", "name": "Validate draft", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 1120, 680 ], "onError": "continueErrorOutput" }, { "parameters": { "resource": "thread", "operation": "reply", "threadId": "={{ $json.thread_id }}", "messageId": "={{ $json.message_id }}", "emailType": "text", "message": "={{ $json.body_text }}", "options": { "replyToRecipientsOnly": true } }, "id": "5adb063d-1e3e-4262-9ae5-5681459e8036", "name": "Send threaded follow-up", "type": "n8n-nodes-base.gmail", "typeVersion": 2.1, "position": [ 1340, 660 ] }, { "parameters": { "operation": "executeQuery", "query": "UPDATE follow_up_enrollments\nSET step = step + 1,\n last_sent_at = now(),\n last_message_id = $2,\n thread_id = $3,\n next_send_at = now() + CASE step WHEN 1 THEN interval '3 days' WHEN 2 THEN interval '5 days' ELSE interval '7 days' END,\n status = CASE WHEN step + 1 > max_steps THEN 'completed' ELSE status END\nWHERE id = $1\nRETURNING id, step, status;", "options": { "queryReplacement": "={{ [ $('Validate draft').item.json.enrollment_id, $json.id, $json.threadId ] }}" } }, "id": "a4a29163-21ae-4e6e-b473-3755c951c120", "name": "Advance sequence step", "type": "n8n-nodes-base.postgres", "typeVersion": 2.5, "position": [ 1560, 660 ] }, { "parameters": { "select": "channel", "channelId": { "__rl": true, "value": "REPLACE_WITH_SLACK_CHANNEL", "mode": "name" }, "text": "=:warning: *Sales follow-up needs attention*\n*Reason:* {{ typeof $json.error === 'string' ? $json.error : (($json.error && $json.error.message) || 'Unknown error') }}\n*Details:* {{ JSON.stringify($json.details || $json.error || {}).slice(0, 600) }}\n*Execution:* {{ $execution.id }}", "otherOptions": { "includeLinkToWorkflow": false } }, "id": "c0d6e39e-2cf2-4cce-a835-80e1d4fc595a", "name": "Alert: follow-up needs attention", "type": "n8n-nodes-base.slack", "typeVersion": 2.3, "position": [ 1340, 880 ] } ], "connections": { "Every 15 min on weekdays": { "main": [ [ { "node": "Find deals in trigger stage", "type": "main", "index": 0 }, { "node": "Read recent inbound email", "type": "main", "index": 0 } ] ] }, "Find deals in trigger stage": { "main": [ [ { "node": "Any deals found?", "type": "main", "index": 0 } ] ] }, "Any deals found?": { "main": [ [ { "node": "Get deal contacts", "type": "main", "index": 0 } ] ] }, "Get deal contacts": { "main": [ [ { "node": "Get contact details", "type": "main", "index": 0 } ] ] }, "Get contact details": { "main": [ [ { "node": "Enroll new contacts", "type": "main", "index": 0 } ] ] }, "Read recent inbound email": { "main": [ [ { "node": "Stop replied, get due steps", "type": "main", "index": 0 } ] ] }, "Stop replied, get due steps": { "main": [ [ { "node": "Find last thread with contact", "type": "main", "index": 0 } ] ] }, "Find last thread with contact": { "main": [ [ { "node": "Draft follow-up with Claude", "type": "main", "index": 0 } ] ] }, "Draft follow-up with Claude": { "main": [ [ { "node": "Validate draft", "type": "main", "index": 0 } ], [ { "node": "Alert: follow-up needs attention", "type": "main", "index": 0 } ] ] }, "Validate draft": { "main": [ [ { "node": "Send threaded follow-up", "type": "main", "index": 0 } ], [ { "node": "Alert: follow-up needs attention", "type": "main", "index": 0 } ] ] }, "Send threaded follow-up": { "main": [ [ { "node": "Advance sequence step", "type": "main", "index": 0 } ] ] } }, "settings": { "executionOrder": "v1" }, "pinData": {}, "meta": { "templateCredsSetupCompleted": false }, "tags": [] }