# AI prompts for HubSpot > The best ways to use AI with HubSpot, how to get your data out, and 4 prompts for deal reviews, call notes, follow ups and list cleanup. By Corey Leon. First posted 2026-10-28. Updated 2026-10-28. Source: https://www.simpleai.community/blog/hubspot-ai-prompts/ License: CC BY 4.0 (https://creativecommons.org/licenses/by/4.0/). Credit Simple AI with a link. Question: What are good AI prompts for HubSpot? The best AI prompts for HubSpot do four jobs: find deals that are slipping, turn messy call notes into clean records, write the next follow up email, and clean up contact lists. Export a view or copy a record from HubSpot, paste it into ChatGPT or Claude with one of the prompts below, and you get a short, useful answer in under a minute. HubSpot also has its own AI, called Breeze, on some plans, and the same prompts work there too. ## Steps 1. **Pick one job.** Do not ask AI to "look at my CRM." Pick one thing, like "which deals are stuck" or "write the follow up for this deal." 2. **Get the data out.** In a contacts or deals view, use the **Export** option to download a CSV of the columns you need. For one deal, open the record and copy the activity timeline, notes and the last email. 3. **Strip what you do not need.** Delete columns like phone numbers or home addresses before you paste. Only send what the AI needs to do the job, and check your company's rules on sharing customer data with AI tools. 4. **Paste the prompt, then the data.** Copy a prompt below, fill in the [brackets], and paste your CSV or notes right under it. Most AI tools let you upload a CSV file too. 5. **Check it, then put it back.** Read the answer, fix anything wrong, and paste the result into the HubSpot note, task or email. You stay the one who decides. 6. **Try Breeze if you have it.** If your HubSpot plan includes Breeze, you can ask it questions from inside HubSpot. Start with the same prompts so you can compare answers. ## Prompts you can copy ### Find the deals that are slipping ```prompt You are a sales manager doing a pipeline review. Below is an export of my open deals from HubSpot with deal name, stage, amount, close date, last activity date and owner. Find the deals most likely to slip this month. Look for close dates in the past, no activity in [14] days, or deals stuck in the same stage too long. Give me a list of the top [10] deals at risk. For each one write: deal name, why it looks at risk in one sentence, and the one next step the owner should take this week. Only use what is in the data. If a field is blank, say so instead of guessing. [paste deal export here] ``` ### Turn call notes into a clean HubSpot note ```prompt You are an assistant for a B2B sales rep. Turn my messy call notes into a clean note I can paste into HubSpot. Use these headings: Who I talked to, What they said they need, Budget and timing, Who else decides, Objections, Next step with a date. Keep it under 150 words. Use plain words. If something was not covered on the call, write "not discussed." Do not add anything I did not say. My notes: [paste your call notes or transcript here] ``` ### Write the next follow up email from the deal record ```prompt You are a friendly, direct sales rep at [your company]. We sell [what you sell] to [type of customer]. Below is the activity history for one deal from HubSpot. Write the next follow up email to [contact first name]. Rules: under 90 words. Mention one specific thing from our last conversation. End with one clear question about a next step. No "just checking in" and no "circling back." Give me 2 subject line options, each under 6 words. [paste the deal timeline, notes and last email here] ``` ### Clean up a contact list before an import ```prompt You are a careful data assistant. Below is a list of contacts I want to import into HubSpot. Fix these problems: names in all caps or all lower case, extra spaces, job titles written different ways (make them consistent), and duplicate rows with the same email. Return the cleaned list as a CSV with the same columns. After the CSV, list every row you removed or changed a lot, and why. Do not invent emails, phone numbers or companies. [paste the list here] ``` ## Example This is a made-up example. Say your export has a deal called "Acme Supply, 40 units" at the Proposal Sent stage, a close date two weeks ago, and no activity for 21 days. A good answer from the first prompt looks like this: "Acme Supply, 40 units. Close date has passed and there has been no activity for 21 days since the proposal went out. Next step: call the buyer this week and ask if the proposal is still on their list, then set a new close date." Short, specific, and something you can act on today. ## Tips - Export only the columns the prompt needs. Less data gives cleaner answers. - Ask for a fixed format, like a list or a table in plain text, so you can paste it back into HubSpot fast. - If the answer feels generic, add one line about your business, like "we sell to plumbing distributors in the Midwest." - Save the prompts you like as HubSpot snippets or in a notes file so you do not rewrite them every week. ## What not to do - Do not let AI change deal stages or amounts for you without checking. It can misread dates. - Do not paste a full database with personal data into a free AI tool. Trim it first. - Do not send the follow up email without reading it. One wrong detail can cost you the deal. For more on this, see the [CRM prompts](/leads/crm/), the [deals at risk guide](/money/dealsatrisk/) and the [call notes guide](/calls/callnotes/). ## FAQ ### Does HubSpot have its own AI? Yes. HubSpot's AI is called Breeze, and what you get depends on your plan. On some plans it can help write emails, summarize records and answer questions about your data. ### Can I connect ChatGPT or Claude straight to HubSpot? Some AI tools offer connectors to HubSpot on some plans, but the simplest way that always works is to export a CSV or copy a record and paste it in. Start there. ### Is it safe to paste HubSpot data into ChatGPT? Check your company's policy first. Remove phone numbers and personal details you do not need, and use a business or team plan of the AI tool if your company has one. ### Which prompt should I start with? Start with the call notes prompt. You use it every day, it saves time right away, and it makes every other prompt work better because your records get cleaner.