Send cold outreach emails and follow-ups synced to HubSpot

Automatically sends cold outreach emails, follows up after three days, and logs replies in HubSpot.

How the work actually flows

It branches. Exactly one path is taken; runs once per each new lead.

Pattern: Exclusive Choice (4) · Simple Merge (5) · Multiple Instances with a priori Run-Time Knowledge (14)

flowchart TD trig(["scheduled outreach per lead"]):::trigtime s0[["send first cold email"]]:::mi s1["wait three days for reply"]:::task s2[("update crm status")]:::store trig --> s0 s0 --> s1 gx{"× did the lead reply"}:::gate s1 --> gx p00["send follow up email"]:::task gx -->|"no reply"| p00 p10["mark as replied"]:::task gx -->|"replied"| p10 jn{"○ update crm status"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"outreach sent with crm updated"/]:::out pay{{"no prospect falls through cracks"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemA record or sheetOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
CRM & Sales PipelineLead Generation & ProspectingEmail AutomationSpreadsheet & Database OpsAPI & Webhook Integration
Connects
ResendPostgresHubSpot

The problem it solves

Chasing cold leads eats your day: you write the first email, then have to remember who needs a follow-up and when. Deals go cold simply because nobody got back to a prospect in time.

Who it fits

Sales teams and small business owners running outbound prospecting campaigns.

How it works

  1. A schedule starts the outreach for each new lead in your list
  2. The first cold email sends automatically
  3. If there is no reply after three days, a follow-up email goes out
  4. Any reply is tracked and the contact's status updates in HubSpot
  5. You get a CRM record showing exactly where every prospect stands
What you get

Replies and meetings booked from outreach

You keep a steady stream of cold outreach going out and following up automatically, with every reply tracked and organized inside HubSpot as it happens.

What you get

An organized outbound campaign with follow-ups sent on schedule and every reply tracked in your CRM.

What you need

A Postgres or Supabase database, a Resend account, and a HubSpot account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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