HubSpot to Gmail Influencer Outreach Drafts, Powered by HypeAuditor

Build me an agent workflow that drafts a personalized first-touch outreach email whenever one of our creator deals in HubSpot advances to our Outreach stage. The team owns the send, but I want the draft, the research, and the fit summary all ready on the deal so the account owner just has to review and hit send.

Trigger: a HubSpot webhook on deal property changes. Fire only when the dealstage property changes to our Outreach value (let me configure the exact stage label and pipeline). Use the deal id from the webhook payload to look up the associated contact.

Step 1. Use HubSpot Get Contact on the contact associated with the deal and pull at minimum: first name, last name, email, and the custom contact property where we store the creator's Instagram handle. Let me name that property at setup. If the Instagram handle is missing, stop and post a HubSpot note on the deal explaining that outreach was skipped because the handle is missing.

Step 2. Use HypeAuditor Get Instagram Report on that handle to pull audience country and age breakdowns, top niches, audience authenticity score, and engagement rate. Then use HypeAuditor Get Instagram Account Media on the same handle to pull recent posts and the top-performing bucket.

Step 3. Apply a quality gate. If audience authenticity or engagement rate is below thresholds I configure (default authenticity 70 percent, default engagement 1.5 percent), skip the email. Instead, use HubSpot Create Note to attach a short low-fit note to the deal that explains which threshold failed and the exact numbers, then end the run.

Step 4. If the creator passes the gate, draft a personalized outreach email in two short paragraphs. Paragraph one references one or two specific top-performing recent posts by topic or caption hook (not by raw URL) and ties them to our brand. Paragraph two calls out the audience overlap that matters for us (country, age, interest niche) and proposes a concrete collaboration angle. Write a tailored subject line that mentions the creator by first name and a specific post angle. Keep the whole email under 150 words and conversational. Let me edit the brand description, the collaboration angle, and the voice at setup.

Step 5. Use Gmail Create a Draft to save the email addressed to the creator's email from step 1, with the tailored subject line and body from step 4. Let me configure which Gmail mailbox is used (default is the workflow runner's connected account).

Step 6. Use HubSpot Create Note on the same deal with a one-paragraph fit summary covering audience country, niche, authenticity, engagement, and why this creator is a good match for our brand, plus a link to the Gmail draft so the owner can open it directly from HubSpot.

Inputs I want exposed at setup: the HubSpot pipeline and the exact Outreach stage label, the name of the contact property holding the Instagram handle, the Gmail mailbox to draft into, the authenticity and engagement thresholds, a short paragraph describing our brand and the type of collaboration we usually propose, and the email voice (for example friendly, direct, premium).

Additional information

What does this prompt do?

Watches HubSpot for any creator deal that moves into your Outreach stage and kicks off the moment it does.
Pulls the creator's email and Instagram handle from the linked contact, then runs a HypeAuditor check on their audience, niches, authenticity, engagement, and top recent posts.
Drafts a short, personalized first-touch email in Gmail that name-checks one or two of the creator's best posts and proposes a concrete collaboration angle.
Attaches a fit summary and a link to the Gmail draft on the HubSpot deal so the account owner can review, tweak, and send in one click.
Skips the email and posts a low-fit note instead when audience authenticity or engagement falls below the threshold you set.

What do I need to use this?

A HubSpot account with a deal pipeline for creator partnerships and an Outreach stage you can name.
A custom contact property in HubSpot that stores each creator's Instagram handle.
A HypeAuditor account with credits available for Instagram reports and media lookups.
A Gmail account for the team member who will own the outreach.
Rough thresholds for audience authenticity and engagement rate, plus a few sentences about your brand and the kind of collaboration you usually pitch.

How can I customize it?

Rename the trigger stage to match your pipeline (for example Vetted, Ready to Pitch, or your own Outreach label).
Tune the authenticity and engagement thresholds that decide between drafting an email and posting a low-fit note.
Edit the email voice, the collaboration angle, and the subject-line style so the drafts sound like your team wrote them.
Point the Gmail draft at a different mailbox or a shared inbox if your sales lead handles all outreach.
Add extra context to the fit summary, like preferred audience countries, age ranges, or product categories.

Frequently asked questions

Does the email send automatically?

No. The workflow only creates a Gmail draft and links it on the HubSpot deal. A human reviews and sends it, so you stay in control of every first touch.

What happens if a creator looks low quality?

If HypeAuditor flags low audience authenticity or engagement below the threshold you set, the workflow skips the email and instead posts a short low-fit note on the deal so your team can decide whether to disqualify.

Where does the Instagram handle come from?

It reads a custom contact property on the linked HubSpot contact. If your team stores handles somewhere else, like a deal property or a notes field, that is easy to swap in.

Can I use this for TikTok or YouTube creators too?

This prompt is built around Instagram, but the same pattern works for TikTok with small edits. Duplicate the workflow, point it at your TikTok handle property, and use the TikTok report instead.

Will it run on every deal in HubSpot?

No. It only fires when a deal in your creator pipeline moves into the specific stage you choose, so unrelated sales deals are ignored.