Typeform to Excel and HubSpot lead routing workflow

I want an agent workflow that captures and routes every inbound lead from my Typeform survey into Excel, HubSpot, and Slack.

Trigger: a webhook from Typeform that fires when a new response is submitted to my lead-capture form.

When a submission comes in, the agent should:

1. Call Typeform "Retrieve Responses" to pull the full payload for the new submission so it has every answer, not just the webhook preview.

2. Reason about the answers and extract: the lead's full name, company, work email, a short summary of their intent or use case, and a simple fit score from 1 to 5. Start with this rubric and let me tune it: 5 = enterprise title plus stated budget plus clear use case, 3 to 4 = mid-market or a clear pain but no budget yet, 1 to 2 = student, personal use, competitor, or obvious spam.

3. Call HubSpot "Search Contacts" by the parsed email to check whether this person already exists in my CRM. If a contact is found, skip the HubSpot create step entirely but still log the new submission to Excel and still post to Slack with a note that this is a returning lead.

4. Call Microsoft Excel "Add Table Row" to append a normalized row to my workbook. If the fit score is 3, 4, or 5 the row goes to the "Leads Master" table on the main tab. If the score is 1 or 2 the row goes to the "Cold" tab instead. Columns to populate: date submitted, source (always "Typeform" plus the form name), full name, company, email, intent summary, fit score, and a link back to the raw Typeform response.

5. If the HubSpot search in step 3 did not find a contact, call HubSpot "Create Contact" with the parsed fields. Set the lifecycle stage based on score: 5 = Sales Qualified Lead, 3 to 4 = Marketing Qualified Lead, 1 to 2 = Subscriber. Include the intent summary in a notes or message-to-sales property.

6. Call Slack "Send a Message" to my #sales channel with a one-line summary of the lead. Format: "New lead: {name} at {company}, score {score}/5, {one-sentence intent}." Include a link to the HubSpot contact record (or a note that the contact was already in HubSpot) and a link to the row in Excel if easy to construct.

Nuance and edge cases to handle:

- If the email is missing or obviously fake (free-mail with a junk pattern, no @ sign, role addresses like info@), still log to the Cold tab in Excel but skip HubSpot and post a lower-priority Slack message.

- If any single step fails (HubSpot rate-limited, Excel table not found, Slack channel archived), continue with the remaining steps and include the failure in the Slack message so I know what to retry manually.

- Keep the Slack message short. Do not paste the full Typeform payload.

Additional information

What does this prompt do?

Reads every new Typeform submission the moment it lands, no manual exports.
Scores the lead from 1 to 5 based on their answers and writes a clean row to your Excel Leads Master table, with a separate Cold tab for low-fit leads.
Creates a HubSpot contact with the right lifecycle stage, and skips duplicates if the email already exists in your CRM.
Posts a one-line summary in your sales Slack channel with a direct link to the new HubSpot record.

What do I need to use this?

A Typeform account with the lead-capture form you want to route.
A Microsoft 365 login with edit access to the Excel workbook holding your Leads Master table.
A HubSpot account where new contacts should be created.
A Slack workspace and the channel where the sales team wants pings.

How can I customize it?

Change the scoring rubric. Tell the agent how to weight job title, company size, intent, or any custom Typeform question.
Swap which workbook tab gets the Cold leads, or split into more buckets like Hot, Warm, and Cold.
Pick a different Slack channel, change the message format, or only notify when the score is 4 or higher.
Adjust the HubSpot lifecycle stage mapping, for example send 5s straight to Sales Qualified Lead.

Frequently asked questions

What if the same person fills out my Typeform twice?

The workflow checks HubSpot for an existing contact with that email before creating a new one. Duplicates are logged to your Excel sheet but skipped in HubSpot so your CRM stays clean.

How does the 1 to 5 fit score work?

The agent reads each response and assigns a score based on the answers you collected. You can tune the rubric in plain English, for example treat enterprise titles and a stated budget as a 5, and individual contributors with no budget as a 1.

Can low-score leads go to a different sheet or tab?

Yes. By default leads scoring 1 or 2 land in a Cold tab and 3 to 5 land in the main Leads Master table. You can rename the tabs, change the cutoff, or send each score to its own tab.

Will this work with HubSpot Free?

Yes. Creating contacts, setting lifecycle stage, and searching by email all work on HubSpot Free. If you upgrade later, the same workflow keeps running.

How fast does the Slack message arrive after a form submission?

Typeform sends the submission to the workflow within seconds. The Slack ping usually lands less than a minute after the form is submitted, even when Excel and HubSpot are both updated first.