Auto-transcribe sales call recordings and log them to HubSpot deals

PromptCreate

Build an agent workflow that enriches my HubSpot deals with insights pulled from sales call recordings. It should run on a cron trigger every weekday at 7pm in my local timezone.

On each run, the agent should do the following:

1. Use Google Drive List Files to find new audio recordings (mp3, wav, m4a) in a designated "Sales Calls" folder that were added or modified since the previous run. Use the workflow's last-run timestamp as the cutoff so each recording is processed exactly once.

2. For each new file, use Google Drive Download File Content to fetch the raw audio bytes.

3. Hand the audio to Deepgram Transcribe Pre-recorded Audio. Enable diarization and smart formatting and post the audio as raw bytes with the matching audio Content-Type so we do not need a public URL.

4. Reason over the transcript to extract: the prospect's name, the company they represent (if mentioned), the three to five key discussion topics, any objections or risks raised, and the committed next steps with owners and dates if stated.

5. Use HubSpot Search Deals to find the matching open deal. Match on the prospect's name or the company referenced in the call. Prefer deals in an active pipeline stage. If multiple deals look plausible, pick the one most recently updated and mention the ambiguity in the note.

6. Use HubSpot Create Note to attach a concise recap to that deal. The note should have a short summary paragraph followed by clearly labeled sections for Topics, Objections, and Next Steps.

7. If no matching deal is found, fall back to creating an unassociated HubSpot note. Prefix the note body with the prospect name and tag it (for example "[unlinked: Acme Corp]") so a rep can find and attach it later.

Keep the recap tight. Aim for under 250 words per note. Log each processed file id so a recording is never summarized twice, and surface any transcription or matching failures in the workflow run output so I can review them.

What does this prompt do?

Every weekday at 7pm, finds new sales call recordings in a Google Drive folder you choose
Transcribes each call with speaker labels and clean punctuation so it reads like a meeting note
Pulls out the prospect name, key topics, objections, and committed next steps
Finds the matching open deal in HubSpot and pins a tidy recap note to it
If no deal matches yet, leaves a tagged note so a rep can link it later

What do I need to use this?

A Google Drive account with a folder where sales call recordings get saved
A Deepgram account for transcription
A HubSpot account where your sales deals live
Roughly five minutes to confirm the folder name and the time the recap should run

How can I customize it?

Change the run time or move it to multiple times a day so reps get same-day recaps
Swap the Drive folder, or watch several folders if different teams record to different places
Tune the summary template, for example to highlight pricing objections, competitors mentioned, or commitments by date

FAQs

Do my call recordings need to be in a special format?

No. Common formats like mp3, wav, and m4a all work. As long as the file lives in the Drive folder you point us at, the workflow will pick it up.

What happens if the workflow cannot find a matching HubSpot deal?

It still saves the summary as a standalone note in HubSpot, tagged with the prospect name. A rep can attach it to the right deal later in a couple of clicks.

Will the same recording get logged twice?

No. The agent only processes files added since the last run, so each call is summarized once.

Can I change what the summary includes?

Yes. You can tell the agent to focus on specific things like pricing pushback, competitors, decision makers, or commitments with dates, and it will shape the note around that.

Does this work if my reps record calls outside of Zoom?

Yes. The workflow does not care which tool recorded the call. It only needs the audio file to land in your Drive folder.

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