Looking for examples of AI-driven HubSpot deal intake form + conversational follow-up?

[MReis12]

We’re building an internal workflow where reps submit a few basic deal details via form or chat interface. Then, the system either:

• Prompts follow-up questions, or

• Parses free-text input into structured HubSpot deal and company records.

The goal: automatically create/update the relevant HubSpot records, populate custom fields (e.g., deal type, Reference method, implementation owner), and log a summary note.

Anyone built something like this using:

• HubSpot Forms + Workflows + Custom Objects?

• Chatbot or AI integration (e.g., OpenAI) with Zapier, Make.com, or custom apps?

Appreciate any templates, integration examples, or lessons learned.

[Onkarv · Accepted solution]

Hi @MReis12 ! Have you considered the possibility of using the Claude MCP server for this? This could solve your use case imo wherein you could enter the deal name and ask it to update the properties you want to update, and can also leave notes on those deals. 

Here's a link to a short tutorial to help you out: Video

Do let me know if this helps!

[AllanFormigoni · Accepted solution]

We’ve been experimenting with something in a similar direction that might help spark some ideas. 

It’s not the exact same setup, but we built a workflow using HubSpot’s OpenAI action to automatically summarize the buyer’s next step after a call. The summary gets logged to the deal record so reps and managers have a clear, structured follow-up without needing to write it out manually.

You can check it out the full setup here.

Curious to hear/learn what direction you end up taking, so keep us posted!

[Gilempert · Accepted solution]

Hi @MReis12 !

Maybe you can use HubSpot Breeze Intelligence, to enrich data so the forms can be shorter, and based on the data collected on the form, either by manual input or enrichment, you can ask Breeze (through a workflow action that was triggered by form completion for example) to craft a personalized follow-up message so that your reps only have to do some minor touch ups before getting back at the prospect, or have Breeze suggest questions to improve the information available . You can also have it investigate company news to bring context to the rep.

I suggest you add delays in the workflows in between AI actions, because if it doesn't have time to process, the field will not populate. After testing it, you can check if you can decrease the wait time between actions.

Hope this helps!

[AllanFormigoni · Accepted solution]

We’ve been experimenting with something in a similar direction that might help spark some ideas. 

It’s not the exact same setup, but we built a workflow using HubSpot’s OpenAI action to automatically summarize the buyer’s next step after a call. The summary gets logged to the deal record so reps and managers have a clear, structured follow-up without needing to write it out manually.

You can check it out the full setup here.

Curious to hear/learn what direction you end up taking, so keep us posted!

[Onkarv · Accepted solution]

Hi @MReis12 ! Have you considered the possibility of using the Claude MCP server for this? This could solve your use case imo wherein you could enter the deal name and ask it to update the properties you want to update, and can also leave notes on those deals. 

Here's a link to a short tutorial to help you out: Video

Do let me know if this helps!

[DianaGomez]

Hi @MReis12,

I know you posted this question a few days back, and I wanted to check in to see if you've found a solution.

If you have, we'd be incredibly grateful if you could share the steps you took! Your insights would be immensely valuable for other users in the community who might face a similar challenge.

If you're still looking for a solution, please let us know!

Thanks so much for your help!
Diana

[MReis12]

No responses yet, but I will keep this updated if I find a solution

[DianaGomez]

Hi @MReis12,

Thanks for reaching out to the Community!

Let's consult with some of our experts to find out if they have dealt with a case similar to this in the past.

@Lucila-Andimol , @Gilempert , @LautaroDelPlato , @JuanGomez0818  - Hello everyone, and happy start of the week. 🙂 I invite you to join this discussion in case you have handled a similar case before and can provide guidance to @MReis12.

Thanks!
Diana