# Convert sales call recordings into HubSpot CRM notes: n8n workflow

> Started by someone submitting a form, and works across Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/convert-sales-call-recordings-into-hubspot-crm-notes (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [CRM](https://millionrounds.com/workflows?category=CRM#library)

# Convert sales call recordings into HubSpot CRM notes

Started by someone submitting a form, and works across Google Sheets. It hands the judgement calls to OpenAI. 15 steps, 1 branch, 2 loops or waits: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fconvert-sales-call-recordings-into-hubspot-crm-notes)

**15 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**2** Loops or waits

**1** Service it connects to

## The flow

Starts it 1 Model 2 Logic 6 Service 6

The steps in the order they run, from what starts it.

- 1 **1. Form, Call Recording + CRM Details** Form trigger *Starts it*
- 2 **9. OpenAI, GPT-4o-mini Model** Lm Chat Open Ai *Model*
- 3 **2. WayinVideo, Submit Transcription** Http Request *Service*
- 4 **8. AI Agent, Extract CRM Note** Agent *Model*
- 5 **3. Wait, 90 Seconds** Wait *Logic*
- 6 **10. Code, Parse CRM Output** Code *Logic*
- 7 **4. WayinVideo, Get Transcript Results** Http Request *Service*
- 8 **11. HTTP, Search HubSpot Contact** Http Request *Service*
- 9 **5. IF, Transcription Complete?** If *Logic*
- 10 **12. Code, Extract HubSpot Contact ID** Code *Logic*
- 11 **7. Code, Format Transcript** Code *Logic*
- 12 **6. Wait, 30 Seconds Retry** Wait *Logic*
- 13 **13. HTTP, Create HubSpot Note** Http Request *Service*
- 14 **14. HTTP, Create HubSpot Task** Http Request *Service*
- 15 **15. Google Sheets, Log CRM Entry** Google Sheets *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 15, with 1 branch, 2 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Google Sheets account, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 15 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 15 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fconvert-sales-call-recordings-into-hubspot-crm-notes)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also crm, with the same services where possible, closest in size first.

- [**Analyze real estate RSS deals with Groq and Google Sheets** 15 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/analyze-real-estate-rss-deals-with-groq-and-google-sheets)
- [**Analyze weekly Fireflies sales calls with OpenAI** 15 steps · calls a model · Google Sheets, Slack](https://millionrounds.com/workflow/analyze-weekly-fireflies-sales-calls-with-openai)
- [**Gumroad Clientbell: Auto-log sales, ping Telegram, & thank** 15 steps · calls a model · Airtable, Email](https://millionrounds.com/workflow/gumroad-clientbell-auto-log-sales-ping-telegram-and-thank)
- [**Manage Open edX signups and enrollments with HubSpot and Slack** 15 steps · Email, Google Sheets](https://millionrounds.com/workflow/manage-open-edx-signups-and-enrollments-with-hubspot-and-sla)
- [**AI web researcher for sales with OpenAI and Google Sheets** 14 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/ai-web-researcher-for-sales-with-openai-and-google-sheets)
- [**Analyze customer sales calls and update CRM with Whisper** 16 steps · calls a model · Email, Google Sheets](https://millionrounds.com/workflow/analyze-customer-sales-calls-and-update-crm-with-whisper)