Skip to content

How to integrate ChatGPT with HubSpot

By Elena Alston · May 13, 2025
Screenshot of HubSpot and ChatGPT logos on a lilac background

From qualifying leads to prepping for sales calls, our ChatGPT integration can be a handy tool for sales teams to scale their lead management processes. No matter where your new leads come from, you can use Zapier to automatically score, enrich, and route leads to your CRM—so your team spends less time on manual tasks and more time closing deals.

That's why pairing ChatGPT with HubSpot is a no-brainer. You can analyze, summarize, and personalize the data you're capturing in other tools before sending it to HubSpot for your sales teams to handle—automatically. 

Table of contents

Popular ways to integrate HubSpot with ChatGPT

There are plenty of ways to integrate HubSpot and ChatGPT. If there's a tedious, manual task you need to do at scale (like qualifying leads before handing them over to sales), you can use ChatGPT to do the heavy lifting for you. Here are some of the most popular ways to automate HubSpot and ChatGPT. 

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. 

Summarize call transcripts with ChatGPT

If you use a call transcription tool to take notes on your sales calls, it's a good idea to port some of that information into HubSpot. That way, you can keep all information and notes related to each contact in one place. 

Rather than spending valuable time manually sifting through recordings, you can use Zapier to automatically summarize (or pull out specific notes) from your call transcripts.

With these Zap templates, AI-generated summaries from tools like Fireflies or tl;dv are instantly added to HubSpot. ChatGPT pulls out critical summaries or key insights (like if the prospect is ready to buy), and adds them right to HubSpot as engagements or deals. That way, your sales team always has the context they need handy before following up with prospects. 

Create HubSpot tickets using data extracted from newly ended Whippy phone calls by ChatGPT

  • Whippy logo
  • ChatGPT (OpenAI) logo
  • HubSpot logo
Whippy + ChatGPT (OpenAI) + HubSpot
More details
    When a new AI phone call ends in Whippy, ChatGPT will parse the transcript. Then, a HubSpot ticket with the structured data will be generated automatically.

    Process tl;dv transcripts with AI and update contacts in HubSpot

    • tl;dv logo
    • ChatGPT (OpenAI) logo
    • HubSpot logo
    tl;dv + ChatGPT (OpenAI) + HubSpot
    More details
      Automatically analyze meeting transcripts and update your CRM effortlessly. When a new transcript is added in tl;dv, ChatGPT processes the conversation to extract key insights, which are then used to add or update a contact in HubSpot.

      Create engagement in HubSpot when ChatGPT summarizes Fireflies transcripts

      • Fireflies.ai logo
      • ChatGPT (OpenAI) logo
      • HubSpot logo
      Fireflies.ai + ChatGPT (OpenAI) + HubSpot
      More details
        consuming. With this Zap, whenever Fireflies creates a new meeting transcript, ChatGPT automatically generates a concise summary and adds it as an engagement note in HubSpot. Your sales team will stay updated with crucial insights from each conversation—without wasting time reviewing lengthy call transcripts.

        Create HubSpot deals from tl;dv transcripts with ChatGPT

        • tl;dv logo
        • ChatGPT (OpenAI) logo
        • HubSpot logo
        tl;dv + ChatGPT (OpenAI) + HubSpot
        More details
          Manually turning meeting notes into actionable HubSpot deals can slow down your sales process. With this Zap, ChatGPT automatically analyzes and summarizes new tl;dv transcripts, then creates detailed deal records in HubSpot based on the insights. Your sales team can quickly act on opportunities identified in meetings, accelerating your deal pipeline and boosting productivity.

          Enrich HubSpot lead information with ChatGPT

          The more data you have about a company or an individual, the more effectively you can qualify them. But if you have limited resources, you can't expect your team to spend all day analyzing lead data and determining who's ready to buy. 

          Instead, you can use ChatGPT to analyze any incoming lead information (like form submissions or emails from leads) to score prospects based on your internal criteria. That might include identifying clear buying signals or measuring currency and intent from their messages. Zapier will then add those qualified leads directly to HubSpot so your sales team can follow up. 

          Enrich new Typeform entries with ChatGPT and add a note in HubSpot

          • Typeform logo
          • ChatGPT (OpenAI) logo
          • HubSpot logo
          Typeform + ChatGPT (OpenAI) + HubSpot
          More details
            Get more context about your customers without the detective work. This integration will enrich your form submissions with additional information. Whenever you receive a new Typeform submission, this Zap will find additional information with ChatGPT and attach a note to a HubSpot contact. We've included a prompt to get you started, but feel free to write your own!

            Qualify new Gmail leads with ChatGPT and add to HubSpot

            • Gmail logo
            • ChatGPT (OpenAI) logo
            • HubSpot logo
            Gmail + ChatGPT (OpenAI) + HubSpot
            More details
              Reviewing incoming emails to determine lead quality can slow your sales team down. This Zap automatically uses ChatGPT to analyze and qualify new leads from Gmail messages, then creates organized contacts directly in HubSpot. Your sales team can now focus their time and energy on high-value prospects, ensuring faster outreach and improved productivity.

              Qualify new Google Forms leads with ChatGPT and add to HubSpot

              • Google Forms logo
              • ChatGPT (OpenAI) logo
              • HubSpot logo
              Google Forms + ChatGPT (OpenAI) + HubSpot
              More details
                Manually reviewing form responses to qualify leads can quickly overwhelm your sales team. This Zap automatically uses ChatGPT to analyze and determine lead quality from new Google Forms submissions, then seamlessly adds qualified leads to HubSpot. Your team can now effortlessly prioritize top prospects, allowing for quicker outreach and more efficient lead management.

                Enrich new Facebook leads with ChatGPT and add to HubSpot

                • Facebook Lead Ads logo
                • ChatGPT (OpenAI) logo
                • HubSpot logo
                Facebook Lead Ads + ChatGPT (OpenAI) + HubSpot
                More details
                  Manually reviewing Facebook lead submissions to add helpful context can slow down your sales process. This Zap automatically enriches new leads from Facebook Lead Ads using ChatGPT, adding valuable context directly into HubSpot. Your team will instantly have detailed, actionable insights—helping them reach out faster and close deals more efficiently.

                  Pro tip: You can even add a filter step to parse out the leads ChatGPT doesn't consider qualified or ready to buy. Once you set your Zap to your preferences, it will only trigger on the leads with the highest potential of converting, so your sales team can better prioritize.

                  Screenshot of Zap with ChatGPT and filter

                  Personalize sales outreach and follow up

                  Crafting personalized outreach for every lead helps your sales team build stronger relationships—but writing each message manually quickly becomes unsustainable at scale. Instead, you can use ChatGPT to write emails based on prospect information (or engagements) logged in HubSpot. 

                  With these Zaps, ChatGPT automatically writes customized emails whenever a new contact gets added to HubSpot or a deal's status gets updated. These messages can be sent directly through Gmail or created as drafts for your team to review and send when ready.  

                  Send leads emails written by ChatGPT when deal property changes in HubSpot

                  • HubSpot logo
                  • ChatGPT (OpenAI) logo
                  • Gmail logo
                  HubSpot + ChatGPT (OpenAI) + Gmail
                  More details
                    Manually writing personalized emails whenever a deal's status changes can slow down your sales team's workflow. This Zap automatically uses ChatGPT to generate customized emails to your leads whenever a specific deal property is updated in HubSpot. Your leads receive timely, personalized outreach, and your sales team saves valuable time.

                    Create draft replies in Gmail with ChatGPT when a deal changes in HubSpot

                    • HubSpot logo
                    • ChatGPT (OpenAI) logo
                    • Gmail logo
                    HubSpot + ChatGPT (OpenAI) + Gmail
                    More details
                      Writing personalized follow-ups whenever a deal status changes in HubSpot can take valuable time away from your sales team. This Zap automatically uses ChatGPT to create tailored Gmail draft replies as soon as a deal is updated in HubSpot. Now, your team can quickly review and send personalized follow-ups, ensuring consistent, timely outreach without manual effort.

                      Send emails to new contacts in HubSpot with ChatGPT

                      • HubSpot logo
                      • ChatGPT (OpenAI) logo
                      • Gmail logo
                      HubSpot + ChatGPT (OpenAI) + Gmail
                      More details
                        Manually sending personalized welcome emails to each new HubSpot contact can slow your team down. With this Zap, ChatGPT automatically generates and sends customized emails whenever a new contact is added to HubSpot. Your contacts receive timely, personalized outreach, freeing your team to focus on building relationships rather than managing email workflows.

                        Create sales decks and meeting prep

                        Sales calls with leads are high-stakes moments—so showing up prepared makes all the difference. Instead of manually piecing together HubSpot notes or building slides from scratch, you can use ChatGPT to automatically generate tailored prep documents and sales decks using deal and meeting data.

                        Whenever a sales call is scheduled in Google Calendar or Outlook, Zapier will find the corresponding deal in HubSpot for more information. It will then send that information to ChatGPT to create talking points and meeting prep in Google Docs or Google Slides. That way, your team will walk into every sales meeting ready, without any last-minute scrambling.

                        Create Google Slides deck with ChatGPT for new HubSpot deals

                        • HubSpot logo
                        • Slack logo
                        HubSpot + Google Slides + ChatGPT (OpenAI) + 1 more
                        More details
                          Creating personalized sales materials for every new deal can slow down your team. With this Zap, a new deal in HubSpot triggers Google Slides to create a deck from a template. ChatGPT will then suggest tailored content, and a Slack message notifies your sales team when it's ready—so they can move quickly with everything they need to close the deal.

                          Create meeting prep in Google Docs with ChatGPT for new Google Calendar events

                          • Google Calendar logo
                          • Google Docs logo
                          Google Calendar + HubSpot + ChatGPT (OpenAI) + 1 more
                          More details
                            Manually preparing for sales meetings by digging through CRM records can eat up valuable time. With this Zap, every time a new event is added to Google Calendar, it finds the associated deal in HubSpot using the attendee’s email, then sends that context to ChatGPT to generate a tailored meeting prep doc. The output is saved in Google Docs—so your team is always equipped with personalized insights before every call.

                            Create meeting prep for new Outlook events with ChatGPT and add to Google Docs

                            • Microsoft Outlook logo
                            • Google Docs logo
                            Microsoft Outlook + HubSpot + ChatGPT (OpenAI) + 1 more
                            More details
                              Preparing for meetings often means digging through emails and CRM records to get up to speed. This Zap automates that process by using ChatGPT to generate personalized meeting prep whenever a new event is added in Outlook. The prep notes are then saved to Google Docs, giving you organized, actionable insights for every meeting—without the manual work.

                              Advanced tips for automating HubSpot and ChatGPT

                              HubSpot is a powerful tool for managing customer relationships, but it can be tough to keep your CRM up to date when you're relying on manual processes. And since nurturing leads and customers depends on quick follow-ups and accurate data, it's crucial to perfect your information workflows.

                              Thankfully, pairing HubSpot with ChatGPT makes it easy to keep your CRM organized and aligned with the rest of your tech stack. And you're not limited to two-step Zaps, either—in fact, when you build an automated system to manage your sales processes, you unlock even more potential. For example, here's how a hypothetical sales team might visualize their automated lead management system (diagrammed with Zapier Canvas):

                              Screenshot of ChatGPT and HubSpot integration canvas

                              Connect HubSpot with ChatGPT

                              As you can see, there are a lot of ways to integrate HubSpot and ChatGPT using Zapier. For the sake of this tutorial though, we're going to focus on one of the workflows we mentioned above—qualifying leads from form submissions and adding those contacts to HubSpot. 

                              Before you begin

                              Before you create a Zap that integrates HubSpot with ChatGPT, you'll need to create a Zapier account if you don't have one already. Don't worry, creating an account is easy and free. You'll also need a HubSpot account and a ChatGPT account.

                              Once you're signed in, you can create new Zaps by clicking the Create Zap button or by going to zap.new.

                              Step 1: Connect your trigger app

                              A Zap always consists of two parts:

                              • The trigger: an event that starts a Zap, such as a new form submission or email from a lead.

                              • The action: an event a Zap performs after it's triggered, like using AI to extract data or adding that information to a CRM. A single Zap can perform more than one action.

                              In this instance, our workflow will have three steps (one trigger step and two action steps), as we want to store ChatGPT's output in our CRM.  

                              Search for and select your trigger app. In our example, we'll select Google Forms.

                              Screenshot of Google Forms connection

                              Then select your trigger event and click Continue. If your trigger app is Google Forms, your Zap can trigger when you receive a new form response and when you receive a new or updated form response.

                              Screenshot of Google forms triggers

                              We're going to select New Form Response for our example. 

                              Next, connect your trigger app account to Zapier by clicking on the dropdown menu and selecting +Connect a new account. We'll connect Google Forms in our example. You'll need to give Zapier permission to access your account. Once you've connected your account, select it from the dropdown menu and click Continue

                              Next, set up your trigger step by filling in the trigger step fields. Depending on your trigger app and event, you'll have different fields to customize. In our example, the only field we need to select is which Google Forms form we want to use.

                              Screenshot of form field

                              When you're done customizing your trigger step, click Continue.

                              Next, click Test trigger to make sure everything is working properly.  Once the test runs successfully, click Continue with selected record.

                              Screenshot of sample form data in Zap

                              Step 2: Connect your action app 

                              In this next step, you'll set up the action—the event your Zap will perform once it's triggered. Start by searching for and selecting your action app. We'll use ChatGPT in our example.

                              Screenshot of ChatGPT option

                              Next, select your action event and click Continue. If your action app is ChatGPT, your Zap can create a conversation, extract structured data, analyze images and text, summarize text, write an email, create translations, create assistants—and more.

                              Screenshot of ChatGPT action event

                              We're going to select Conversation for our example. You'll also need to connect your ChatGPT account if you haven't before.

                              Next, set up your action by filling in the action step fields. Depending on your action app and event, you'll have different fields to customize.

                              You can customize your action step with data from your trigger step. For example, to add data from your Google Forms step—like the form responses—click the + icon next to each field and select the data you'd like to use from the list of options.

                              Screenshot of field mapping button

                              The most important part of setting up your ChatGPT action is providing a clear, detailed prompt in the User Message field. This prompt instructs ChatGPT exactly how to analyze and score your leads based on their form responses.

                              Here's an example of a clear prompt:

                              You are an expert sales assistant. Based on the lead’s responses below, score the lead from 1 to 5, where 5 means the lead is highly likely to buy soon, and 1 means low intent. Consider buying signals like urgency, budget, company size, and interest in the product. At the end, explain your reasoning in 1–2 sentences.

                              Here's how to score the lead:

                              • 5 (High intent): Ready to buy soon, clearly expresses urgency (e.g., within a month), has sufficient budget ($10,000+), company size of 100+ employees, and explicitly interested in our product.

                              • 1 (Low intent): No immediate urgency (e.g., considering next year), unclear or insufficient budget (below $1,000), very small company (<10 employees), or vague/no clear interest in our product.

                              Remember to also pull in your form responses from your trigger step. 

                              Screenshot of prompt in user message

                              You can also adjust other settings, like the number of tokens, temperature, and memory key. OpenAI has lots of models, but we recommend using GPT-4o mini or GPT-4o for affordability and speed.

                              Screenshot of OpenAI models

                              Once you've customized your action step how you'd like, click Continue.

                              Now it's time to test your action. When you click Test step, Zapier will send test data to your action app. In our example, ChatGPT will qualify and score the form submission according to how we set up the action step.

                              Screenshot of sample data in Zap

                              Step 3: Connect your second action app

                              In this next step, you'll set up the second action—this is the app where ChatGPT will send its output. 

                              Click on the + icon to add another action step, then search for and select your action app (the CRM). We'll use HubSpot in our example.

                              Screenshot of HubSpot lookup

                              Next, select your action event and click Continue. If your action app is HubSpot, your Zap can add contacts to lists, create deals, contacts, companies, and more. 

                              Screenshot of action event

                              We're going to select Create Contact for our example. Then, once you've connected your HubSpot account, click Continue.

                              Now it's time to set up how your contact will be added to HubSpot by mapping the fields from your previous Google Forms and ChatGPT steps. Click into the Contact information: Email field, and select the data from your previous Google Forms step (in this case, the sender's email address) from the list of form questions you've created. You can also map data to many other fields, like the lead's full name or phone number. 

                              Screenshot of HubSpot fields mapping

                              Next, you'll also need to map fields from your ChatGPT step (the lead's score and additional notes) to the corresponding HubSpot fields. In our example, we'll map ChatGPT's output to HubSpot's Contact activity: Membership Notes

                              Screenshot of ChatGPT response mapped to HubSpot

                              Once you're happy with the set up, click Continue

                              Now it's time to test your action. When you click Test step, Zapier will send test data to your action app. 

                              Screenshot of Sample test data

                              In our example, Zapier will create a new lead in HubSpot according to how we set up the action step. This is what it looks like in HubSpot: 

                              Screenshot of HubSpot contact created

                              If your test looks right, you're ready to publish and start using your Zap!

                              Connect HubSpot with ChatGPT

                              Whether you struggle to keep up with scoring leads or you just want a way to streamline your lead management at scale, connecting HubSpot and ChatGPT is a great way to combine the power of AI with automation. 

                              As you've seen, there are plenty of ways to automate the two apps, but the best way to find your ideal use cases is to start experimenting.

                              Get productivity tips delivered straight to your inbox

                              We’ll email you 1-3 times per week—and never share your information.

                              Related articles

                              Improve your productivity automatically. Use Zapier to get your apps working together.

                              A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'