Import account signals from Looker to Salesloft
Import account signals from Looker to Salesloft
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Smart follow-up emails: From Gong calls to AI followup drafts
Smart follow-up emails: From Gong calls to AI followup drafts
Save your reps time and convert more deals by turning every sales call into a personalized follow-up email draft with AI-powered automation. Plus make sure they actually get sent with built-in HubSpot tasks.
Overview
Salespeople often follow up with prospect too late. Or arguably worse, they send generic emails that erode confidence and don't move the deal forwards. The problem isn't laziness. It's the impossible juggling act of remembering every call detail, crafting personalized messages, and doing it all while racing to the next meeting.
Manual follow-ups mean inconsistent messaging across your team, missed opportunities when reps forget or delay, and hours spent recreating the same process for every call. Without a systematic approach, your best sales conversations die between "great call" and "I'll send you something tomorrow."
This template transforms that chaos into a seamless system that ensures every Gong call automatically generates a personalized, on-brand follow-up email draft—giving your reps the structure they need while maintaining the human touch that closes deals.
Why automate sales follow-up emails?
- Close deals faster with consistent, timely follow-ups that keep momentum alive after every sales call
- Save hours weekly by eliminating the manual work of drafting personalized emails from scratch
- Maintain consistent quality across your entire team with AI-generated content that matches your brand voice and includes actionable next steps
You can easily customize this template by swapping in different CRM systems, adjusting the AI prompts to match your company's tone, or adding approval workflows for sensitive deals.
What you get with automated follow-up after calls
- AI-powered email generation — Analyzes Gong call transcripts to create personalized follow-up emails with relevant talking points and clear next steps
- Smart Gmail draft creation — Automatically creates email drafts with proper recipient targeting while maintaining rep control over sending
- Integrated HubSpot task management — Creates follow-up tasks with call context, draft links, and 24-hour deadlines so nothing falls through the cracks
- Instant Slack notifications — Sends reps direct messages with email previews and quick-access links to review and send their drafts
- Dynamic rep identification — Uses Gong metadata to automatically route follow-ups to the correct sales rep without manual configuration
How this sales follow-up automation works
This ready-made template builds you a complete sales automation system that works across your entire team. Here's how it works:
- A Gong call transcript gets processed and triggers the automation
- AI by Zapier analyzes the call summary and transcript to generate a personalized email subject line and HTML body
- Gmail creates a draft email addressed to the first external participant, with other attendees CC'd and the rep as sender
- HubSpot receives a new task containing the call summary, Gmail draft link, and a 24-hour deadline
- The assigned sales rep gets a Slack DM with the email preview and direct links to the Gmail draft and HubSpot task
- The rep reviews the AI-generated content and clicks "send" when ready
You'll find detailed setup instructions inside the template. Scroll down for a preview.
Who should use this HubSpot Gmail automation?
- Sales Development Representatives who need to maintain consistent follow-up cadences across dozens of prospect calls without burning out on repetitive email drafting.
- Account Executives managing complex enterprise deals where personalized, timely follow-ups can make the difference between closing and losing significant opportunities.
- Sales Operations Managers looking to standardize follow-up processes across their team while maintaining individual rep autonomy and brand consistency.
- Revenue Operations Teams who want to improve CRM hygiene and follow-through rates without adding manual overhead or complex approval workflows.
- Sales Managers seeking visibility into follow-up activities and wanting to ensure their team's best conversations convert into pipeline progression.
Ready to transform your sales follow-up process from chaotic to systematic? Set up this template in minutes and watch your team's follow-up consistency and deal velocity improve immediately.
Frequently asked questions
Do I need to create separate workflows for each sales rep or can one workflow handle everyone?
One workflow handles your entire sales team automatically. The automation uses Gong metadata to dynamically identify the call owner and route follow-ups to the correct rep's Gmail, HubSpot tasks, and Slack notifications. No cloning, branching, or individual setup required—new reps are automatically supported without any changes to the workflow.
How do I handle different follow-up templates for different deal stages or product lines?
You can customize the AI prompt to generate different email styles based on call context, or create multiple versions of this workflow with different AI instructions for various scenarios (demo follow-ups, discovery calls, pricing discussions, etc.). Each workflow can use the same core structure while tailoring the messaging approach.
What happens if a rep leaves the company or changes roles?
The workflow automatically adapts when rep information changes in your connected systems. If a Gong call owner email no longer exists in HubSpot or Slack, the workflow will halt cleanly and can be configured to route to a manager or team lead instead. No manual updates needed to the automation itself.
Can I track follow-up performance and adoption across my sales team?
Yes. Since all follow-ups create HubSpot tasks and the workflow logs each execution, you can build reports on follow-up completion rates, time-to-follow-up, and rep adoption. You can also track which emails get sent versus drafted to measure engagement with the automation.
How does this integrate with our existing sales cadences and sequences?
This automation creates one-off follow-up emails based on specific calls, so it complements rather than replaces your existing email sequences. You can configure it to pause or skip follow-ups for prospects already in active cadences, or use it specifically for warm leads and existing customers where personalized follow-ups are more appropriate than templated sequences.
What's the fallback if Gong data is incomplete or the AI generates poor content?
The workflow includes built-in error handling that stops execution if key participant data is missing. For content quality, every email is saved as a draft for rep review—nothing sends automatically. You can also configure approval workflows where sensitive deals require manager review before the draft is created.
Can I customize which calls trigger follow-ups?
Absolutely. You can add filters based on call duration, participant count, external attendees, deal stage, or custom Gong trackers. For example, only trigger follow-ups for calls longer than 15 minutes with external participants, or exclude internal-only calls and quick check-ins.
Can I use a different CRM instead of HubSpot?
Yes. This automation works with other CRMs in the same category. For example, if you don't use HubSpot, you can swap in tools like Salesforce, Pipedrive, or Microsoft Dynamics instead. Zapier supports thousands of apps, making it easy to adapt the workflow to your existing stack.
Does this require any coding or technical setup?
No coding required. This is a no-code automation that connects through Zapier's visual interface. Simply authenticate your apps (Gong, Gmail, HubSpot, and Slack), and the workflow handles the rest automatically. Setup typically takes 10-15 minutes with our step-by-step guide.
How personalized are the AI-generated follow-up emails?
The AI creates highly personalized emails using context from your Gong call recordings, including key discussion points, next steps mentioned, and prospect-specific details. Each email is saved as a Gmail draft for your review before sending, ensuring quality control while saving 80-90% of your drafting time.
Is my call data and customer information secure?
Yes. All data transfers use enterprise-grade encryption, and Zapier is fully SOC 2 type 2 certified. The automation only accesses the specific information needed to create follow-ups, and all integrations use secure OAuth authentication protocols that meet enterprise security standards.
Will my sales team actually adopt this automation?
This workflow is designed for easy team adoption with minimal disruption to existing processes. Reps still review and send emails manually from their Gmail drafts, maintaining control while eliminating the time-consuming drafting process. The Slack notifications keep everyone informed without requiring new tools or workflows to learn.
