Is sending personalized sales messages to every lead a part of your sales strategy? Probably. But if you take a step back and look at the sales funnel as a whole, you'll know that moving leads down the funnel requires far more than just sending tailored emails at the right time (although it helps).
You also need to keep your team up to date and assigned to the right prospects, make sure your CRM has a record of all the latest interactions, and have a process in place to better track sales analytics. Fortunately, by combining the latest AI tools with automation, you can build scalable, automated systems that have a much bigger impact on your business. Here's how.
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To get started with a Zap template—what we call our pre-made workflows—just click on the button. It only takes a few minutes to set up. You can read more about setting up Zaps here.
Seamlessly send email follow-ups to leads
If you respond quickly to a lead, you're more likely to convert them into a sale. But manually sending customized follow-ups can limit how much outreach you can do, slowing down your growth.
Use AI and automation to generate personalized email drafts in your customer relationship management (CRM) tool. That way, you can easily send tailored email responses where you track lead communication so you can scale your sales without sacrificing quality or speed.
Generate email draft in Salesforce for new messages using ChatGPT
Salesforce + ChatGPT (OpenAI)
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This Zap template automatically generates a response using OpenAI when you receive a new message in Salesforce—empowering you to swiftly send personalized responses.
Generate personalized responses in ChatGPT for new HubSpot form submissions
HubSpot + ChatGPT (OpenAI)
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With this Zap template, every time a new form is filled out in HubSpot, it generates a prompt using OpenAI. It then creates an email draft in HubSpot using ChatGPT, enabling you to effortlessly craft customized emails based on the contact details received.
Generate tailored email drafts in Pipedrive with ChatGPT when you update a lead's status
Pipedrive + ChatGPT (OpenAI)
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Automate your email drafting process with this Zap template. Whenever a contact's status is updated in Pipedrive, it generates a prompt using ChatGPT. Simultaneously, it creates an email draft in the notes section of Pipedrive, empowering you to compose personalized emails quickly and efficiently.
Send sales call notes to your CRM
Sales calls often come with valuable insights. Is a prospect interested but needs more time to mull things over? Would they like an in-depth product walkthrough before giving the green light?
Recording those interactions in your CRM is a no-brainer. Your sales team needs a source of truth for all of your company's qualified prospects. But manually jotting down notes—and then adding them to your CRM as an afterthought—gets harder (and is ultimately unsustainable) as your business scales.
Using AI tools like Fathom or Grain to automatically transcribe or summarize live calls can certainly lighten the load, but the whole process becomes a lot more streamlined when you use Zapier. With these Zaps, you can automatically send those key summaries and notes directly to your CRM—as soon as a call ends.
That way, everyone has the most up-to-date context (in one spot) when prepping for follow-up calls.
Create new HubSpot engagements when new ai summaries are generated in Fathom
Fathom + HubSpot
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When a new AI Summary is generated in Fathom, this workflow enables engagement creation in HubSpot. This automated process facilitates active tracking and management of your contacts in response to generated insights from your data analysis in Fathom. It's a practical way of maximizing data utility and engagement efficiency in your business operations.
Create Salesforce notes from new tl;dv transcripts
tl;dv + Salesforce
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Easily manage your Salesforce notes by automatically creating a new note each time a transcript is added in the tl;dv app. This seamless workflow ensures that you can keep track of crucial updates and information without having to manually update the Salesforce system. It streamlines your process, cuts time and maximizes efficiency in managing your customer interactions.
Add new Grain recording notes to Pipedrive
Grain + Pipedrive
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This Zap automatically sends notes for each new Grain recording to Pipedrive. Keep your data up to date without stopping for duplicate data entry.
Create and update LeadConnector contacts from new Fireflies.ai meetings
Fireflies.ai + LeadConnector
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Stay organized and ensure follow-ups with new contacts by connecting Fireflies.ai to LeadConnector. This workflow is set in motion when a new meeting takes place in Fireflies.ai, then adds or updates the contact in LeadConnector. Streamline your process and save time by making sure important contacts are automatically updated and readily accessible in your CRM.
Want your own AI agent to handle similar tasks? Meet Zapier Agents—your digital teammates that work across 7,000+ apps. Teach them what to do by chatting with them, give them access to live knowledge sources, and let them handle tasks on demand or when you're not around. Learn more.
Automatically generate personalized videos and images
Sometimes, you need more than just text to convey your message. You want to add personalized videos to your sales outreach. When you connect your sales tools to AI with automation, you can instantly generate videos with a customized sales pitch. Keep the pace of your sales outreach high without resorting to boilerplate content.
Generate personalized videos for new Salesforce leads with Synthesia
Salesforce + Synthesia
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Use this Zap to create a personalized video for Salesforce leads with Synthesia. That way, you can send the best sales pitch to each lead.
Generate personalized videos for new HubSpot leads with Synthesia
HubSpot + Synthesia
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Use this Zap to create a personalized video when you get a new HubSpot lead with Synthesia. Now, you can send take your sales outreach to the next level with ease.
Generate personalized HeyGen videos for new responses in Google Forms
Google Forms + HeyGen
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Looking to create a customized video for every new Google Forms submission? This integration makes it easy by connecting Google Forms and HeyGen. For each new response received, it will automatically request the creation of a personalized video in HeyGen based on the template you choose.
Change pipeline stages in LeadConnector and request new videos from templates in Synthesia
LeadConnector + Synthesia
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Streamline your video creation process with this efficient workflow. When a pipeline stage changes in LeadConnector, it instantly triggers a request for a new video from a template in the Synthesia app. Save time and ensure timely video creation by automating this step, allowing you to focus on other aspects of your sales and marketing efforts.
You can also instantly generate customized images to send to prospects. Automatically reach out to leads while they're still hot and catch their attention with customized content. All with no extra effort from your sales team.
Generate personalized images for new Pipedrive contacts with ChatGPT
Pipedrive + ChatGPT (OpenAI)
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Use this Zap to create personalized images for new Pipedrive contacts with OpenAI. This can help you create more customized outreach that resonates with leads.
Generate personalized images for new Microsoft CRM contacts with ChatGPT
Microsoft Dynamics 365 CRM + ChatGPT (OpenAI)
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Use this Zap to create personalized images for new Microsoft CRM contacts with ChatGPT. Now, you can more easily send customized sales outreach that will convert leads.
Make team collaboration easy
When your sales team gets information right away, they can work more efficiently. For example, the faster a sales rep knows about a new lead or a recent sales call, the faster they can cultivate them. Send messages from any of the business-critical apps you use to your task-management app using AI and automation. That way, you can triage new leads to the right person more quickly.
Create a new Mem when you receive a new message in Chatbot
ChatBot + Mem
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Automatically generate a new Mem whenever a new message is received in your Chatbot. Now, you can more easily capture important information and streamline your note-taking process.
Create a new Mem when you receive a pushed voice message with Google Assistant
Google Assistant (Legacy) + Mem
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Simplify your note-taking workflow by automatically creating a new Mem when a pushed voice message is received through Google Assistant, ensuring you capture important details and keep your information organized.
Send emails in Gmail when call steps are completed in SalesCloser AI
SalesCloser AI + Gmail
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When a step in the Call process is finished in SalesCloser AI, streamline your workflow by sending an email in Gmail immediately. This efficiency-boosting solution takes care of the job, ensuring no important email communication is delayed or forgotten. Go the extra mile to keep your leads informed in a timely manner.
Send channel messages in Slack for new ai summaries in Fathom
Fathom + Slack
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Stay on top of your data insights with this automation. When a new AI summary is generated in Fathom, a corresponding message is posted in your chosen Slack channel. This workflow not only improves visibility of essential analytics, but also promotes real-time, collaborative discussions on data-driven decisions within your team.
Streamline sales reporting and analytics
Ready to make better decisions with real-time data? When accurate sales data is sent to the right app, you can make strategic decisions based on lead behavior. Use AI and automation to analyze and send sales data from one app to another. This saves you time and minimizes data inaccuracies across apps.
Analyze results of new closed deals in HubSpot with Roboflow and update Google Sheets
HubSpot + Roboflow + Google Sheets
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Automate your data analysis workflow by analyzing the results of every new deal closed in HubSpot using Roboflow. Keep your team informed and up to date by updating relevant information in Google Sheets effortlessly.
Use Hugging Face to process and update contacts in Pipedrive
Pipedrive + Hugging Face
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Leverage the power of Hugging Face to process and extract valuable insights from every new contact in Pipedrive—and update their information as needed.
Increase sales with AI and automation
In a world of fierce sales competition, AI and automation are the dynamic duo that helps you rise above the pack. Embrace the possibilities of AI and automation, and say hello to sales processes that scale.
This article was originally published in June 2023. It was most recently updated in January 2025.
