Personalized voicemail for new HubSpot leads, automatically

Build an agent workflow that sends a personalized audio voicemail to every brand new lead in HubSpot, within minutes of the form fill, so we are the first vendor they actually hear from.

Trigger: a HubSpot webhook for new contact creation. The payload will give you the contact id. Use HubSpot Get Contact to load the full record (first name, last name, email, company, phone, lifecycle stage, original source, form submission message if any, and any other recently filled custom properties). Treat the email as the source of truth.

Before doing anything else, run a junk lead guard. Skip the run and exit silently (no audio, no email, no note) if any of the following are true: the contact has no first name, the email is a role account (info@, sales@, support@, noreply@, no-reply@, admin@, hello@, contact@, marketing@, hr@), the email domain is in a blocked test list (example.com, test.com, mailinator.com, and any disposable inbox), or the email fails a basic format check. Log the skip reason in the agent run for visibility but do not write anything to HubSpot.

For valid leads, draft a warm, conversational voicemail script of about 20 to 30 seconds (roughly 55 to 80 words). It must reference specifics from the record (their first name, their company if present, the source or form they filled, and whatever they wrote in the message field if any), thank them for reaching out, give one concrete next step, and sign off as a named human from our team. Do not use cookie-cutter filler like 'Hi {firstName}, hope this finds you well'. If the lead left a question, address it directly in one sentence.

Generate the audio with ElevenLabs Text to Speech using our chosen brand voice id and model. Save the resulting MP3 to Google Drive: first make sure a dated folder exists (Create Folder if missing, named with today's date), then upload the MP3 into that folder with a filename like '{firstName}-{lastName}-{contactId}.mp3'. Then call Google Drive Create Permission to make the file viewable by anyone with the link, and capture the shareable URL.

Compose a short outbound email to the lead's address with Gmail Create a Draft, then Gmail Send a Draft. The subject should be personal and short (no marketing language). The body should put the audio link at the top with clear 'Listen to a quick voicemail from {senderName}' framing, then below it include a one line written version of the same message so it still works in email clients that do not render players, and a friendly closing with a single next step. Send from the connected Gmail account.

Finally, write a HubSpot Note via Create Note and associate it with the new contact. The note must contain: the Drive link to the MP3, the full text of the script that was spoken, the sender mailbox, and a timestamp. This is the rep handoff, so make it easy to scan.

Order of operations is important: junk guard first (cheap, no API spend), then HubSpot read, then ElevenLabs generation, then Drive upload and share, then Gmail send, then HubSpot note. If any step fails after the audio is generated, still write the HubSpot note so a human can recover and follow up manually.

Additional information

What does this prompt do?

Listens for new contacts in HubSpot and reacts within seconds of the form fill.
Pulls the lead's name, company, source, and any message they submitted so the script feels written for them.
Records a 20 to 30 second voicemail in your chosen brand voice and saves the audio file to a dated folder in Google Drive.
Sends a short Gmail message to the lead with the voicemail link on top and a one line written summary below.
Logs the Drive link and the exact script on the HubSpot contact record so the assigned rep sees what the lead heard.

What do I need to use this?

A HubSpot account with permission to create webhooks on contact creation.
An ElevenLabs account with a brand voice you are happy to send to prospects.
A Google account with Gmail and Google Drive, connected as the sender.
A short style guide or sample voicemail so the script sounds like your team.

How can I customize it?

Swap the ElevenLabs voice for a different team member or change the tone from warm to energetic.
Tighten or extend the script length, or add a meeting link to the closing line.
Adjust the junk lead filter, for example block extra domains, require a phone number, or only fire for specific HubSpot lifecycle stages.
Change where the audio is saved, who can view the file, and which mailbox the email is sent from.

Frequently asked questions

How fast does the lead actually hear from us?

Within a couple of minutes of submitting your form. HubSpot fires the trigger as soon as the contact is created, and the voicemail and email go out as a single run.

Does the voicemail sound like a robot reading a template?

No. Geni reads the lead's first name, company, and what they wrote in the form, then writes a short script that references those specifics. It then speaks the script with your chosen ElevenLabs brand voice.

What stops it from emailing junk submissions?

Before generating anything, the workflow checks for missing names, role accounts like info@ or noreply@, and any test domains you want to block. If the lead looks like junk, nothing is generated and nothing is sent.

Will my sales reps know what the lead heard?

Yes. Every send is logged as a note on the HubSpot contact with the Drive link to the audio and the exact script that was spoken, so the rep can listen before any human follow up.

Can I send the email from a specific mailbox instead of a shared inbox?

Yes. The Gmail step uses whichever Google account you connect, so you can send from a rep's mailbox, an SDR alias, or a founder address. Switching senders is a one click change.