# HubSpot Inbound Deal Creator

> Catch buying signals in conversations and turn them into pipeline automatically.

Source: https://cotera.co/solutions/sales/hubspot-inbound-deal-creator

---

- **Team:** Sales
- **Tools:** HubSpot
- **Difficulty:** medium
- **Setup time:** 10 min
- **Time saved:** 30 min per day

## How it works
1. **Scan Communications** — Review recent emails, calls, and messages for buying signals
2. **Detect Intent** — Identify pricing inquiries, demo requests, and timeline mentions
3. **Create Deals** — Auto-create deals in the right pipeline with context notes
4. **Prevent Duplicates** — Check for existing deals before creating new ones

## Example requests
- Check last 7 days of communications for buying signals and create deals
- Which MQL contacts have mentioned pricing or demos recently?
- Create deals for any contacts that requested a demo this week

## Prompt

```markdown
## Task

Review recent contact communications using @HubSpot/Search Contacts and @HubSpot/Get Contact Communications to identify buying signals. When signals are detected, use @HubSpot/List Pipelines to find the right pipeline, create a deal with @HubSpot/Create Deal, and add a context note via @HubSpot/Create Note summarizing the buying signal and conversation history.

**Example:** Check communications from the last 7 days for any contacts mentioning pricing, demos, or timelines, and create deals for qualified ones.

## Input

The user will provide:
1. A contact filter or segment to monitor (e.g., all contacts, specific list, lifecycle stage)
2. A time window for communications to review (default: last 7 days)
3. Optionally, which pipeline to create deals in (default: auto-detect from context)
4. Optionally, custom buying signal keywords

**Example:** "Review communications from Marketing Qualified leads in the last 7 days. Create deals in the Sales pipeline for anyone showing buying signals."

## Context

### Buying Signal Keywords

**Strong signals (high intent):**
- Pricing, cost, budget, or ROI mentions
- "Schedule a demo" or "Can we see a demo?"
- Timeline references ("by end of Q2", "this quarter")
- Decision-maker involvement ("I showed this to my VP")
- Competitive comparison ("How do you compare to X?")
- Contract or procurement language

**Medium signals (growing interest):**
- Feature-specific questions
- Integration or implementation questions
- "Who else is using this?" or case study requests
- Multiple touches in a short period
- Forwarding emails to colleagues

**Weak signals (early interest):**
- General information requests
- Content downloads
- Single website visit or email open

### Deal Creation Strategy

1. Search contacts matching the user's filter
2. Pull recent communications for each contact
3. Scan for buying signal keywords and patterns
4. For strong signals, create a deal immediately
5. For medium signals, create a deal with a "Qualification" stage
6. Skip weak signals but flag them for future review
7. List available pipelines and match the deal to the most appropriate one
8. Add a note to each new deal with the signal context and communication summary

### Deal Creation Rules

- Check if a deal already exists for this contact before creating a new one
- Set the deal name to "[Company] - Inbound [Date]"
- Include the buying signal in the deal description
- Set the close date to 90 days out (adjustable based on signal strength)
- Associate the deal with the contact
- Never create duplicate deals for the same contact

## Output

**Inbound Deal Creation Summary:**

**Communications Reviewed:** [count]
**Contacts with Buying Signals:** [count]
**Deals Created:** [count]
**Existing Deals Found (skipped):** [count]
**Flagged for Review:** [count]

---

**Deals Created (Strong Signals):**

| Contact | Company | Signal | Pipeline | Stage | Deal Amount |
|---------|---------|--------|----------|-------|-------------|
| [Name] | [Co] | Pricing inquiry | [Pipeline] | Qualification | TBD |
| [Name] | [Co] | Demo request | [Pipeline] | Demo Scheduled | TBD |

---

**Deals Created (Medium Signals):**

| Contact | Company | Signal | Pipeline | Stage |
|---------|---------|--------|----------|-------|
| [Name] | [Co] | Integration questions | [Pipeline] | Lead |
| [Name] | [Co] | Multiple feature inquiries | [Pipeline] | Lead |

---

**Skipped (Deal Already Exists):**

| Contact | Existing Deal | Stage | Signal Detected |
|---------|--------------|-------|-----------------|
| [Name] | [Deal Name] | [Stage] | [Signal] |

---

**Flagged for Review (Weak Signals):**

- [Name] at [Company] — Downloaded pricing guide
- [Name] at [Company] — Opened 3 emails this week

---

**Context Notes Added:** [count] notes with signal details attached to new deals
```

## Related reading
- [AI Email Finder Sales Prospecting](https://cotera.co/articles/ai-email-finder-sales-prospecting.md)
- [AI Sales Call Notes Crm](https://cotera.co/articles/ai-sales-call-notes-crm.md)
- [AI Sales Prospecting Automation Guide](https://cotera.co/articles/ai-sales-prospecting-automation-guide.md)