Auto-log Plaud sales calls to HubSpot and post Slack recaps

Build an agent workflow that automatically logs every transcribed Plaud sales call into HubSpot and posts a short recap to my sales team in Slack.

Trigger: a Plaud webhook for the audio_transcribe.completed event. The agent should only proceed when the event status is SUCCESS.

When the trigger fires, the agent should:

1. Call Plaud Get Workflow Result with the workflow_id from the webhook to pull the full transcript and the AI summary.

2. Read the transcript and summary to identify the prospect: the person's name, their company, and any deal name or product mentioned. If multiple companies are mentioned, prefer the one the rep is selling to (not their own employer).

3. Use HubSpot Search Deals to find an open deal that matches the prospect company or deal name. If exactly one open deal matches, use it. If multiple match, pick the most recently updated one. If none match, fall back to HubSpot Search Contacts to find the best matching contact by full name and company domain.

4. Call HubSpot Create Note. The note body should contain: a one-line headline ("Sales call recap: [Deal Name or Contact Name]"), the AI summary, a "Decisions made" section, and an "Action items" section with each item as a bullet that includes an owner where one is named in the call. Associate the note with the matched deal if found; otherwise associate it with the matched contact.

5. Call Slack Send a Message to the configured sales recap channel (default: #sales-calls, but make it configurable). The message should include: a short headline like "New call logged on [Deal Name]", the top 3 action items with owners, and a link to the HubSpot note that was just created.

Edge case: if no deal was found and the agent had to fall back to a contact, the Slack message should clearly flag this with a line like "No matching deal found, logged to contact [Name]. A rep should re-associate this note if needed." Include the contact link too.

If the agent cannot identify a prospect at all (e.g. internal call, no company mentioned), it should skip HubSpot entirely and just post a Slack note saying the call could not be associated, with a Plaud link so a rep can review.

Keep the Slack message tight: headline, 3 action items, links. Save the long form for the HubSpot note.

Additional information

What does this prompt do?

Files a clean recap note on the right HubSpot deal every time Plaud finishes transcribing a sales call, so nothing gets lost in a raw transcript.
Pulls out the decisions made and the action items with owners, then posts the headline and top three follow-ups to your sales team in Slack.
Falls back to the closest matching contact when no deal is found, and flags the ambiguity in Slack so a rep can re-associate the note.
Includes a direct link back to the HubSpot note so anyone on the team can jump straight to the full record.

What do I need to use this?

A Plaud account with sales calls being transcribed.
A HubSpot account where your team manages deals and contacts.
A Slack workspace and a channel you want call recaps posted to.

How can I customize it?

Change which Slack channel the recap goes to, or route different deal owners to different channels.
Adjust how the agent picks the right deal (by prospect name, company, deal owner, or recency) when calls mention multiple parties.
Tune the recap format: keep it to a short headline and three action items, or expand it with key objections, competitor mentions, and next-meeting dates.

Frequently asked questions

What happens if the agent cannot find a matching deal in HubSpot?

The agent falls back to the closest contact match, files the note there, and flags the ambiguity in the Slack message so a rep can move the note to the right deal in a couple of clicks.

Can I send recaps for different reps to different Slack channels?

Yes. You can route by deal owner, sales territory, or product line so each pod sees only the calls that matter to them. Tell the agent the rule when you set it up.

Does this work with HubSpot Free?

Yes. The agent uses standard contact, deal, and note features that are available on every HubSpot tier, including Free.

Will the full transcript be stored in HubSpot, or just the summary?

By default the agent files the AI summary, the decisions made, and the action items. You can ask it to also paste the full transcript, or to link out to Plaud instead.

How fast does the recap show up after a call ends?

It runs the moment Plaud signals that transcription is finished, so the HubSpot note and Slack recap typically appear within a minute or two of the call wrapping.