Case study · n8n + HubSpot automation

Every lead lands in your CRM automatically, in seconds, with no one typing it in by hand

Lead capture automation and pipeline sync between your website and HubSpot, built on n8n.

The problem: the real cost of a lead stuck in a spreadsheet

When capture depends on someone checking email or copying data by hand, there is always a leak:

• The lead that gets a reply a day late.
• The duplicate contact in the CRM.
• The deal that never got created.
• The follow-up that depends on someone remembering.

What I automate: three pieces that close the most common lead leaks

Available separately or as one complete flow.

Capture: form → HubSpot contact

A webhook creates or updates the contact instantly: name, email, phone and lead source.

Pipeline: deals that update themselves

When the lead moves forward, the deal is created or moved to the next stage in HubSpot, already linked to the contact.

Alerts: your team finds out without opening the CRM

Cases that need review or won deals trigger a direct alert to Telegram or Slack.

How it works: one flow, four steps, zero manual work

1. Trigger: a form submission, a fired event, or a schedule that checks a source.
2. Transform: names, prices and statuses are normalized before touching the CRM.
3. Validate: new or existing lead? Deal already synced? Checked before writing.
4. CRM action: contact and deal are created or updated via API, with a Private App Token.

Tech stack: real tools, no black box

• n8n — automation engine: orchestrates every flow, data transformation and API call.
• HubSpot (CRM) — contacts and deals are created or updated via a Private App Token, with no shared keys.
• Google Sheets — data source or control log when the business already works in spreadsheets.
• Telegram / Slack — alert channel straight to the team, without having to open the CRM.
• Webhooks — any form, landing page or external system can trigger the flow.
• Secure authentication — an explicit App Token per node, never generic or shared credentials.

How I work

• Verified by creating real records in your HubSpot, not delivered "in theory".
• Authentication with a HubSpot Private App Token, not old or shared API keys.
• You keep the workflow exported as JSON: it is yours and runs on any n8n instance.
• Clear documentation for every node, so your team does not depend on me to understand it.

A consultative, technical approach: first understand where leads get lost, then build the flow that fixes it. No generic automations.