🤝 Send daily CRM summary reports to Mattermost from HubSpot

⚡ 21 views · 🤝 CRM & Sales Operations

Description

Daily Report Generator with Mattermost and HubSpot

This workflow automatically compiles key metrics from HubSpot (and optional internal data sources) into a concise daily summary and posts it to a designated Mattermost channel. It helps sales and marketing teams stay informed without manually pulling reports or navigating multiple dashboards.

Pre-conditions/Requirements

Prerequisites

• An n8n instance (self-hosted or n8n Cloud)
• HubSpot account with a Private App token
• Mattermost workspace with an incoming webhook enabled
• (Optional) Internal REST API or database endpoint for additional data

Required Credentials

• HubSpot Private App Token – Grants API access to Deals, Contacts, Activities, etc.
• Mattermost Personal Access Token (or Incoming Webhook URL) – Permits message posting to channels
• n8n User Management – Ensure the workflow has network access to HubSpot and Mattermost

Specific Setup Requirements

*The provided template uses a Webhook node so you can trigger it via any scheduler (e.g., crontab, Zapier, GitHub Actions). Replace with the Cron node if preferred.

How it works

This workflow automatically compiles key metrics from HubSpot (and optional internal data sources) into a concise daily summary and posts it to a designated Mattermost channel. It helps sales and marketing teams stay informed without manually pulling reports or navigating multiple dashboards.

Key Steps:

• Webhook Trigger: Waits for a daily call from an external scheduler.
• HubSpot Node: Retrieves deal statistics, new contacts, and other CRM metrics.
• HTTP Request Node: (Optional) Pulls supplementary data from an internal API.
• Merge Node: Consolidates HubSpot and optional data sources.
• Code / Set Nodes: Formats numbers, calculates KPIs, and builds a markdown message.
• If Node: Guards against empty datasets or API failures.
• Mattermost Node: Posts the formatted report to the chosen channel.
• Respond to Webhook: Returns a JSON confirmation to the scheduler.

Set up steps

Setup Time: 15-20 minutes

1. Import Template: In n8n, go to “Workflows → Import from File” and select the JSON template.
2. Add Credentials:
   a. HubSpot → New credential → Paste Private App token
   b. Mattermost → New credential → Paste PAT or Webhook URL
3. Configure Webhook URL: Copy the production URL of the Webhook node and add it to your external scheduler (e.g., crontab, Zapier).
4. Adjust Query Parameters (HubSpot node): Modify filters (e.g., deal stage, create date) as needed.
5. Edit Message Template (Code node): Update markdown formatting, include/exclude sections.
6. Test Run: Manually execute the workflow. Verify the JSON response and Mattermost post.
7. Activate: Toggle workflow to “Active”. Confirm your scheduler triggers it at the desired time.

Node Descriptions

Core Workflow Nodes:

• stickyNote – Contains inline documentation and instructions.
• Webhook – Primary trigger, receives the daily HTTP call.
• HubSpot – Pulls deals, contacts, and engagement data.
• HTTP Request – Fetches optional internal statistics (e.g., support tickets).
• Merge – Combines HubSpot and HTTP results into one object.
• Set – Selects and renames fields for clarity.
• Code – Calculates KPIs (e.g., conversion rate) and assembles a markdown summary.
• If – Checks for empty data arrays or API errors.
• Mattermost – Sends the final message to a channel.
• Respond to Webhook – Returns a success/failure payload to the caller.

Data Flow:

1. Webhook → HubSpot
2. Webhook → HTTP Request
3. HubSpot + HTTP Request → Merge → Set → Code → If → Mattermost → Respond to Webhook

Customization Examples

Change Report Time Range

// HubSpot Node → Additional Fields
{
  "filterGroups": [{
    "filters": [{
      "propertyName": "createdate",
      "operator": "BETWEEN",
      "highValue": Date.now(),
      "value": Date.now() - 24 * 60 * 60 * 1000 // last 24h
    }]
  }]
}

Format Mattermost Message with Emojis

// Code Node (return statement)
return [{
  json: {
    text: `:bar_chart: **Daily CRM Report**\n\n• New Deals: ${newDeals}\n• New Contacts: ${newContacts}\n• Win Rate: ${winRate}%`
  }
}];

Data Output Format

The workflow outputs structured JSON data:

{
  "status": "success",
  "date": "2024-05-23",
  "hubspot": {
    "new_deals": 12,
    "new_contacts": 34,
    "win_rate": 27.1
  },
  "internal": {
    "tickets_opened": 8,
    "tickets_closed": 6
  },
  "mattermostPostId": "abc123xyz"
}

Troubleshooting

Common Issues

1. 401 Unauthorized (HubSpot) – Verify Private App token and scopes. Regenerate if necessary.
2. Message Not Posting – Ensure the Mattermost token has post:write or the webhook URL is valid.

Performance Tips

• Cache HubSpot responses during testing to avoid hitting API limits.
• Reduce payload size by selecting only the fields you need in the Set node.

Pro Tips:

• Replace the Webhook node with the Cron node for an all-in-n8n schedule.
• Use environment variables for tokens ({{$env.HUBSPOT_TOKEN}}) to avoid hard-coding secrets.
• Add a second Mattermost node to DM managers for critical alerts (e.g., low win rate).

This is a community workflow template provided “as-is.” It is not officially supported by n8n GmbH. Always review and test in a development environment before deploying to production.

🔗 Nodes Used

HTTP Request, Webhook, Mattermost, HubSpot

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup