Ai Email Reply With Full Hubspot Context + Slack Approval 8967 – n8n Workflows – Free Template

What This Workflow Does

This n8n workflow automates AI-powered email replies with complete HubSpot customer context and Slack approval. When an email arrives in Gmail, the system automatically looks up the sender in HubSpot, retrieves all associated deals, tickets, and company information, generates a contextual draft response using Google Gemini AI, and sends it to Slack for human approval before replying to the original email.

How It Works

1. A new email message arrives in Gmail and triggers the workflow
2. The sender’s email address is used to look up customer information in HubSpot
3. Associated deals, tickets, and company details are fetched from HubSpot
4. Google Gemini AI generates a contextual draft reply using all retrieved customer data
5. The draft response is posted to a Slack channel for review
6. A team member approves or requests changes in Slack
7. Upon approval, the reply is automatically sent via Gmail

Use Cases

• Sales teams responding to customer inquiries with full account context and deal history
• Support departments drafting responses with knowledge of all open tickets and issues
• Account managers providing informed updates referencing recent interactions and opportunities
• Customer success teams responding quickly while maintaining quality with AI assistance
• Multi-team environments where email responses require approval before sending

Nodes Used

• Gmail Trigger – Detects incoming emails
• Gmail – Sends reply emails
• HubSpot – Retrieves contact, deal, ticket, and company information
• Google Gemini – Generates contextual AI draft responses
• Slack – Posts drafts for team approval
• Filter – Conditions workflow based on email content
• HTTP Request – Makes additional API calls if needed
• Code – Custom logic for data transformation
• If – Conditional routing based on Slack approval
• Sticky Note – Workflow documentation
• Agent – Orchestrates multi-step AI operations

Prerequisites

• Active Gmail account with IMAP enabled
• HubSpot account with API access and contact data
• Google Gemini API credentials and access
• Slack workspace with bot permissions
• n8n instance with admin access to create and edit workflows
• Valid API keys configured for all connected services

Difficulty Level

Intermediate. This workflow combines multiple external services and requires configuration of API credentials for Gmail, HubSpot, Google Gemini, and Slack. Basic understanding of CRM data structures and email automation is helpful. Most complexity comes from mapping HubSpot data fields correctly and customizing the AI prompt for your use case.

This workflow template is shared under the n8n fair-code license. Free to use and modify.