AI HubSpot Lead Generation Chatbot

This AI-powered workflow automates lead qualification and contact management in HubSpot. The chatbot collects user information, researches company details, identifies high-potential leads, and notifies the sales team via Slack, streamlining sales and marketing processes.

How the AI Flow works - AI HubSpot Lead Generation Chatbot

How the AI Flow works

Receive New Lead Message in HubSpot

Initiates the workflow when a user sends a message to the HubSpot chatbot.

AI Chatbot Engages and Gathers Lead Data

Conversational agent collects user details such as email, name, and company, and researches business data using Google search and knowledge sources.

Qualify and Update/Create Contact in HubSpot

Automatically searches for the contact in HubSpot, updates existing records, or creates a new contact with enriched company information.

Notify Sales Team via Slack

If the lead matches ICP and revenue criteria, notifies the sales team in Slack for prompt follow-up.

Log Interaction and Conversation

Logs the conversation history and creates a new message record in HubSpot for tracking and future reference.

Prompts used in this flow

Below is a complete list of all prompts used in this flow to achieve its functionality. Prompts are the instructions given to the AI model to generate responses or perform actions. They guide the AI in understanding user intent and generating relevant outputs.

Tool Calling Agent

Orchestrates tool calls and user interaction using a custom system prompt for an LLM, acting as the main agent for lead generation and enrichment.

                You are a helpful Chatbot for customers that answer's user questions based on the knowledge base data.

Your end goal is to add the user to hubspot, gather following data from user:

1. Email of user
2. Name of user
3. company name
4. Research and search in Google and find out their revenue and more data about the business of user
5. Research and find out useful information for sales team to reach out in next steps after adding/updating user in hubspot

After gathering these data, add the user to hubspot and notify sales team in slack about the new contact if the user is ICP and has high revenue

Components used in this flow

Below is a complete list of all components used in this flow to achieve its functionality. Components are the building blocks of every AI Flow. They allow you to create complex interactions and automate tasks by connecting various functionalities. Each component serves a specific purpose, such as handling user input, processing data, or integrating with external services.

Flow description

Purpose and benefits

HubSpot Lead Gen Chatbot Workflow

This automation workflow is designed to power a conversational AI agent within HubSpot, enabling streamlined lead generation, enrichment, and handoff to sales teams. By integrating with various tools like HubSpot CRM, Google Search, Slack, and internal knowledge sources, this flow automates the process of collecting, validating, and enriching lead information while keeping your team informed in real-time.

Workflow Overview

The workflow acts as a smart chatbot that interacts with website visitors or users through HubSpot conversations. Its primary goals are to:

  • Collect essential lead data (email, name, company, etc.)
  • Enrich leads with additional business intelligence (e.g., revenue, industry insights via Google search)
  • Store or update the contact in HubSpot CRM
  • Notify the sales team in Slack if the lead is high-value (ICP/high revenue)
  • Enable the chatbot to answer questions based on your internal knowledge base

Key Workflow Steps

  1. Receiving New Conversations

    • The workflow begins when a new message is received in HubSpot (Hubspot New Message Received). This triggers the AI agent to start the conversation and collect details from the user.

  2. Conversational Intelligence (AI Agent)

    • The Tool Calling Agent node serves as the core of the chatbot. It:
      • Maintains chat history to ensure contextually aware conversations.
      • Guides the user through questions to gather required information (email, name, company, etc.).
      • Utilizes tools for enriching lead data, including Google Search and document retrieval from your knowledge base.
      • Decides, based on the gathered data, whether to create a new contact or update an existing one in HubSpot.

  3. Contact Management in HubSpot

    • The agent uses the following actions as needed:
      • Search Contact: Checks if the user already exists in HubSpot.
      • Create Contact: Adds a new contact if the user doesn’t exist.
      • Update Contact: Updates user details if they already exist.

  4. Enrichment & Research

    • The agent leverages:
      • Google Search: To research company revenue and other public information.
      • Document Retriever: To answer user questions using your internal knowledge sources.

  5. Notifying Sales Team (Optional)

    • If the lead qualifies as an ICP (Ideal Customer Profile) and has high revenue, the agent sends a notification to your sales team in Slack, ensuring prompt follow-up.

  6. HubSpot Conversation Management

    • After processing, the agent creates a new message in the HubSpot conversation, keeping the user informed and the communication thread updated.

Visualized Process Flow

StepDescription
New message in HubSpotTriggers AI agent to start engagement
Collect & enrich lead dataAI asks questions, researches company, gathers all relevant info
Search/Update/Create ContactHubSpot CRM is queried and either updated or a new contact is created
Notify sales via Slack (opt.)If lead is high-value, sends real-time notification to sales team in Slack
Answer knowledge base Q&AAI can answer user questions by searching internal docs
Update HubSpot conversationThe conversation thread is updated with the AI’s message

Key Components and Integrations

  • HubSpot CRM: Central record-keeping for contacts.
  • Google Search Tool: For real-time business intelligence on leads.
  • Slack Integration: Optional, for instant sales alerts.
  • Knowledge Base Retriever: Enables the AI to answer complex questions using internal resources.
  • AI Agent: Orchestrates the above actions, making decisions and maintaining conversation flow.

Why This Workflow is Useful

  • Scalability: Handles multiple leads simultaneously, reducing manual workload for your sales and marketing teams.
  • Consistency: Ensures all leads are processed uniformly, with complete and enriched data.
  • Automation: Minimizes manual data entry and research, speeding up the lead qualification process.
  • Sales Enablement: Notifies your team instantly about high-value prospects, improving response time.
  • Customer Experience: Provides fast, accurate answers to user questions and seamless engagement.

Notes & Recommendations

  • Several notes in the flow remind users to integrate HubSpot (and Slack, if desired) before deploying.
  • Slack is optional but recommended for boosting sales team responsiveness.

In summary, this workflow automates the capture, enrichment, and internal handoff of new leads via a conversational AI, integrating deeply with your CRM, knowledge base, and communication channels to maximize efficiency and lead quality.

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