Case StudyB2B SaaS ServicesCRM Automation

n8n CRM Automation Across HubSpot + Google Sheets

How we replaced a spaghetti mesh of Zaps and manual exports with a clean n8n workflow layer between HubSpot and Google Sheets.

Client
B2B services company (anonymized)
Region
United Kingdom
Published
April 19, 2026
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Quick Summary

A growing B2B services team had 30+ automations spread across two automation tools with brittle dependencies. GetLeadExpo consolidated everything into n8n, centralised routing and reporting between HubSpot and Google Sheets, and added error alerting. The team now trusts its CRM data and stopped hand-fixing broken exports every Monday.

Client challenge

What the team was struggling with

  • 30+ automations spread across two SaaS tools with no version control.

  • Sales ops rebuilt the same Monday reporting export by hand every week.

  • Silent failures meant leads occasionally never reached the sales rep.

  • No one person understood the full automation graph end-to-end.

Our solution

How GetLeadExpo solved it

We audited every existing automation, killed duplicates, and rebuilt the essential ones inside n8n. Google Sheets became the reporting layer, HubSpot stayed the source of truth, and Slack alerts surface any workflow failure within minutes.

How It Works

Implementation process

Every step we walked through — from discovery to production.

  1. 01

    Audit

    Mapped every existing automation, its trigger, and its owner — killed the duplicates.

  2. 02

    n8n rebuild

    Rebuilt the essential workflows in n8n with clear naming and version control.

  3. 03

    HubSpot as source

    Established HubSpot as the single source of truth for contacts, deals, and activity.

  4. 04

    Reporting layer

    Google Sheets became the read-only reporting layer, refreshed on schedule.

  5. 05

    Monitoring

    Added Slack error alerting so silent failures cannot happen anymore.

Tools used

The stack we shipped

  • n8n

    Workflow automation and orchestration.

  • HubSpot

    CRM sync, contact enrichment, and pipeline updates.

  • Google Sheets

    Lightweight data store and reporting layer.

  • Gmail

    Inbound triage and outbound sending.

Key Features

Key features shipped

Everything included in this deployment.

  • Central n8n layer

    One workflow tool instead of two — with version control and clear naming.

  • Single source of truth

    HubSpot owns contacts and deals; nothing else writes to that record.

  • Auto weekly reports

    Google Sheets dashboards refresh on schedule with no manual exports.

  • Failure alerting

    Slack alerts fire the moment any workflow errors — no more silent misses.

  • Reusable sub-flows

    Shared building blocks (enrichment, dedup, notify) reused across workflows.

  • Owned by RevOps

    Documented and handed over to RevOps so the team owns it long-term.

Expected Results

Expected results

Qualitative outcomes observed after go-live.

  • Reduced repetitive manual work

    No more Monday morning export ritual for sales ops.

  • Better lead organization

    Every inbound lead lands in HubSpot with correct owner and stage.

  • Improved response consistency

    Standard templates and stages remove drift between reps.

  • Faster inquiry handling

    Inbound leads are routed to the right rep within minutes.

Lessons learned

What we'd tell the next team

  • Killing duplicated automations up front is worth more than adding new ones.

  • A dedicated reporting layer stops teams from building shadow reports in a CRM.

  • Monitoring is not optional — silent workflow failure is the biggest hidden risk.

  • Documentation is what turns an agency build into a client-owned system.

Related services

Services behind this case study

n8n Workflow Automation

Custom n8n workflows for any business process.

Explore n8n Workflow Automation

CRM Automation

Automate your CRM end-to-end.

Explore CRM Automation

Business Process Automation

Automate any repeatable business process.

Explore Business Process Automation
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SaaS

For B2B SaaS and platform companies

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