Inactive Lead Re-engagement Campaign
Automatically send targeted re-engagement emails to leads silent for 30+ days, with personalized offer
HubSpot integration that identifies inactive leads, groups them by stage/company, and sends personalized re-engagement emails with incentive (discount, free trial extension, new feature). Revive dead leads.
Every Monday at 10:00 AM, Nora queries HubSpot for leads with no logged activity or email engagement in the last 30 days. It groups these contacts by their current pipeline stage and company context. For each segment, Nora drafts and sends a tailored re-engagement email via Gmail, adding context like the lead's name and last interaction date. Over the next seven days, it monitors the inbox for replies and logs engagement back to HubSpot.
The sales representative who previously spent hours digging through stale deal views and writing individual follow-ups now reviews a weekly re-engagement report in WhatsApp. They decide which positive replies to take over and tell Nora if any specific companies should be excluded from future campaigns.
Runs weekly on monday at 10:00 am using HubSpot and Gmail, run by your Sales Dev Rep.
How it works
- Identify stale HubSpot leads — At 10:00 AM every Monday, Nora queries HubSpot for contacts associated with open deals where the last logged activity or email interaction occurred more than 30 days ago. It compiles a list of these stalled records.
- Segment by pipeline stage — Nora reviews the deal properties and pipeline stage for each identified contact. It separates the list into distinct categories such as early-stage interest, stalled negotiations, or post-proposal silence, determining exactly which messaging angle fits the specific deal context.
- Handle missing contact details — If a contact record lacks a valid email address, first name, or associated company, Nora skips the record entirely. It logs the omission in its weekly WhatsApp summary rather than sending a broken or poorly formatted message.
- Draft tailored Gmail messages — Using the segment data, Nora constructs a personalized email for each lead. It references the specific product they discussed and includes an appropriate offer, such as a trial extension or a discount, based on the current deal stage.
- Send and log activity — Nora sends the personalized emails through the connected Gmail account. It then updates the corresponding HubSpot contact and deal records, logging the outgoing email activity so the CRM accurately reflects the renewed outreach effort by the sales team.
- Track replies and report — Throughout the week, Nora monitors the Gmail inbox for replies to these specific threads. It compiles response data and sends a summary report to the sales team's WhatsApp channel, detailing which leads replied and need manual follow-up.
What this replaces
A sales development representative manually filters their CRM pipeline for deals that have not moved recently. They open each contact record, review the past email history to understand where the conversation stopped, write a custom follow-up message in Gmail, send it, and manually log the activity back into HubSpot.
- Filter HubSpot deal views for last activity older than 30 days.
- Read past notes and emails to determine the deal context.
- Write and send a personalized follow-up email in Gmail.
- Log the email activity on the HubSpot contact record.
Rough estimate rather than a measured figure: about 45 minutes a week, based on 15 to 20 stalled leads requiring 2 to 3 minutes each to review and email.
What it needs to run
Accounts and plans
- A HubSpot account with CRM access
- A Google Workspace Gmail account
Access it asks for
- crm.schemas.contacts.read to read contact records from HubSpot
- mcp__gmail__search_emails to find existing threads and monitor for replies
- mcp__gmail__send_email to dispatch the re-engagement messages
- mcp__gmail__get_email to read the content of replies
What Nora reads
- HubSpot contact and deal properties
- HubSpot activity logs and interaction dates
- Incoming Gmail replies on active threads
What Nora writes
- Outgoing emails sent via Gmail
- Activity logs on HubSpot contact records
- WhatsApp summary reports
When it goes wrong
- A lead replies with an out-of-office autoresponder Nora reads the autoresponder text via Gmail, identifies it as an automated reply, and does not count it as a successful re-engagement. It leaves the deal in its current stage and ignores the message.
- A contact is associated with multiple open deals Nora detects the ambiguity in the pipeline stage. It skips sending an email to avoid sending conflicting offers, and lists the contact in the weekly report for a human to review.
- HubSpot API rate limits are exceeded during processing Nora pauses the operation, waits for the rate limit window to reset according to HubSpot's headers, and resumes processing the remaining contacts without dropping any records.
- The Gmail OAuth refresh token expires Nora halts the campaign before drafting messages. It sends an alert to the designated WhatsApp channel notifying the operator that they need to reconnect the Gmail account.
Who this is for
Worth it if
- B2B sales teams managing pipelines with 50+ active deals where follow-ups frequently slip.
- Organizations with defined pipeline stages and clear criteria for what constitutes a stalled deal.
- Sales development representatives who spend more than an hour a week manually reviving cold leads.
Not worth it if
- High-touch enterprise sales where every stalled deal requires a highly bespoke, multi-stakeholder strategy.
- Teams with very low lead volume where the sales rep can easily remember and manage every cold contact.
- Organizations that do not consistently use HubSpot deal stages or log activities.
A worked example
A 15-person software agency has Nora review their HubSpot pipeline every Monday. They ask Nora to target deals stuck in the 'Proposal Sent' stage for over 30 days and offer a brief consultation call.
Subject: Quick question regarding your proposal Hi Sarah, I noticed we haven't connected since I sent over the proposal for Apex Logistics on October 12th. I know priorities shift quickly. If you have any questions about the implementation timeline, I have some time this Thursday to walk you through it in 15 minutes. Let me know if you'd like to find a time. Best, Mark [WhatsApp summary sent to rep: Sent 14 re-engagement emails. Skipped 2 contacts missing email addresses.]
Frequently asked questions
How do I stop Nora from emailing specific companies or deals?
You tell Nora in your chat channel to exclude them. For example, you can say 'Never send re-engagement emails to deals associated with Acme Corp' or 'Ignore contacts with the custom property Do Not Contact'. Nora updates its criteria immediately and applies the rule to all future Monday runs.
Does Nora send the emails directly, or do I review them first?
By default, Nora sends the emails directly via your Gmail account to keep the process completely unattended. If you prefer to review them, you can ask Nora to create Gmail drafts instead. You can then log into your inbox, read the drafts, and click send yourself.
What happens if a lead replies negatively or asks to be removed?
Nora reads the incoming reply via Gmail. If the sentiment is negative or requests unsubscribing, Nora logs this in the weekly report and takes no further action. You can instruct Nora to automatically update the HubSpot contact property to opt them out of future communications if you prefer.
Can I change the timeline from 30 days to something else?
Yes. You manage the timing by telling Nora what you need. If 30 days is too long, you can message Nora and say 'Change the inactive lead threshold to 14 days for early-stage deals, but keep it at 30 days for deals in negotiation.' Nora adjusts the logic for the next scheduled run.
Connects to
Related automations
- Lead Auto-Assignment by Territory — Automatically assign new leads to sales reps based on territory, account fit, and workload balance
- Email Activity Auto-Sync to Salesforce — Automatically log all sales emails (sent, received, attachments) to Salesforce activities without manual work
- Opportunity Auto-Advance by Milestone — Automatically advance opportunities when milestones occur (proposal sent, demo completed, etc.)
- Sales Forecast Accuracy Tracker — Track forecast vs. actual monthly and identify which reps consistently miss targets for coaching
- Xero Invoice Reminder Automation — Automatically send friendly invoice payment reminders before they become overdue.
- Xero Overdue Invoice Summary Report — Get a daily summary of overdue invoices with aging breakdown and collection priority.
- FreshBooks Invoice Reminder Automation — Send automatic payment reminders when invoices are near due, then escalate if overdue.
- FreshBooks Overdue Invoice Summary — Daily digest of overdue invoices with customer contact info and collection priority.