Hey Sales Tech Guru, let’s go next level together.
If you’ve made it through Module 4: Sync your CRM like a Pro, you’ve already earned your stripes: Deals, Contacts, and Companies now flow magically into HubSpot.
But let’s be honest: a clean CRM isn’t enough. What really closes deals?
👉 SDRs & AEs taking the right actions, at the right time, with the right message.
That’s what Module 5 — Advanced Sales Guru Stack is all about.
We’re going to:
Auto-create Tasks so reps never forget the follow-up.
Drop AI-powered emails, LinkedIn DMs, questions, research briefs into the record.
Turn Sortlist data into contextualized outreach that boosts meeting attendance.
Ready? Let’s roll 👇
🎯 The Goal
By the end of this module, every Sortlist Application Sent will trigger:
A Deal + Contact + Company (from Module 4).
A Task for your SDR (“Call Marie today about her Branding Project”).
A Note with AI-generated drafts (email, LinkedIn DM, discovery questions, research brief).
No custom fields. No clutter. Just pure action.
🚀 Two Ways to Get Started
You can choose the path that fits you best:
Option 1 — Fast-Track (Use the Prebuilt Template)
If you want to save hours, you can use the Zap template I’ve already built for you.
Connect your Sortlist + HubSpot + OpenAI accounts.
Turn it on. Done. 🚀
This option gives you instant results with no setup hassle.
Option 2 — Learn & Build (Follow the Full Tutorial)
If you’d rather understand every detail — so you can tweak, extend, or replicate it in the future — here’s the step-by-step tutorial.
🔑 Step 1 — Create the SDR Task
You can either continue to edit your Module 4 workflow that you build on Zapier, or duplicate it to ensure you don't break everything down.
Zapier Action: HubSpot → Create Engagement (Task)
Pick Engagement Type => Task
Field mapping:
Task Subject:
Call {{contacts[0].firstname}} re: {{project.title}} (Budget €{{budget_max}})Task Description:
Call : {{contacts[]first_name}}
Job title: {{contacts[]job_title}}
Phone: {{contacts[]phone}}
LinkedIn: {{contacts[]linkedin_url}}
Language of contact : {{contacts[]locale}}
Working at:
Company: {{company__name}}
Company type: {{company__type}}
Company Size: {{company__size_min}}-{{company__size_max}}
Industry:{{sector}}
Project needs:
Expertise: {{expertise}}
Location: {{location}}
Remote work accepted:{{remote_work_accepted}}
Context: {{briefing_description}}
Budget: €{{budget_min}}–€{{budget_max}}
Budget Monthly:{{budget_monthly}}
Deadline: Today
Task Status is Not Started
Associations: link this Task to the Contact + Company + Deal (IDs on Hubspot from previous steps).
Test & verify if the Test data has been effectively pushed on Hubspot. Adapt if needed
It works you can move to the next steps.
👉 This drops a clear to-do into HubSpot, right on the Deal timeline.
🔑 Step 2 — Generate AI Outreach
The exciting part is about to start 🧙 ֎
Zapier Action: OpenAI (ChatGPT) → Conversation (to directly prompt your AI assistant)
Prompt:
Act as a senior SDR with 20 years of experience selling services for {{provider_slug}}.
You will receive project data from Sortlist. Always output in Markdown, exactly in the 4 sections below.
Do not explain your reasoning. Only output the requested text. Never include extra commentary.
If a variable is missing, skip it gracefully without writing placeholders.
### EMAIL
Write 120–150 words to {{contacts[]first_name}} at {{company__name}} ({{company__website}}) about "{{briefing_description}}".
Goal: book a 20–30 min intro this week.
Tone: warm, confident, conversational (avoid robotic phrases like “hope this finds you well”).
Include 2 tailored value bullets linked to {{briefing_description}} and {{sector}}.
Mention something specific about their company if possible.
End with a clear CTA: propose 2 time slots OR share {{Your-Meeting-Link}}.
### LINKEDIN_DM
Write under 280 characters.
Casual, natural tone.
Reference {{briefing_description}} lightly.
Friendly, not pushy. End with soft invite to connect or chat.
### DISCOVERY_QUESTIONS
Write 5 open-ended questions, max 20 words each.
Context: Expertise {{expertise}}, Sector {{sector}}, Company {{company__name}}, Location {{location}}, Budget {{budget_min}}–{{budget_max}} (Monthly? {{budget_monthly}}), Languages: {{languages_required}}.
Cover pain points, goals, decision-making, budget expectations, and success criteria.
### RESEARCH_BRIEF
Max 150 words, split into 2 paragraphs.
1. Company summary: {{company__website}} + any public signals (funding, hiring, partnerships, news).
2. Contact summary: {{contacts[]first_name}} {{contacts[]last_name}}, {{contacts[]job_title}}, {{contacts[]linkedin_url}}. Describe their likely personality and best approach style (direct, consultative, rapport-first, etc.).
You can customize your prompt and how you want the model to react with more advanced settings like temperature, max tokens, etc.
Review your output if you want to iterate and improve your prompt, but you should have something like this:
🔑 Step 3 — Drop AI outputs into a Note
Zapier Action: HubSpot → Create Engagement (Note)
Note Body*:
Magic AI SDR Draft to use:
{{_GENAI__messages[]content[]text}}
Associations: attach this Note to the Deal + Contact + Company.
👉 Reps open the Deal and instantly see:
a send-ready email
a LinkedIn DM snippet
5 discovery questions
a research brief
No excuses, no blank page. Your team is ready to close more deal!
🔑 Step 4 — (Optional) Meeting Confirmation Flow
When a meeting is booked you could go even a step further
(HubSpot trigger: Deal Stage → “Meeting Booked”):
ChatGPT → generate a confirmation email with agenda, Zoom/Meet link, checklist, etc.
HubSpot → Create Engagement (Task): “Send reminder 24h before.”
HubSpot → Create Engagement (Note): paste the draft confirmation.
This small step can boost show-up rates by >20%.
As you understand, the only limitation is your creativity. I would avoid going too far at this stage, because sometimes less is more.
🏆 Step 5 — Gamify It with your Sales team
Let’s make it fun! Create HubSpot reports/dashboards and spark competition among your team to boost adoption and ensure they use all the tools you’ve built for them.
Speed Demon → % of tasks completed within 30 minutes after application sent.
Context Hero → % of deals with an AI note.
Meeting Master → meeting attendance rate.
Run contests. Give badges. Celebrate the sales champions.
Your team is now ready to break some legs (as we say at Sortlist ^^)!
✅ Recap
No need for custom properties.
Every Sortlist application instantly creates a Task for your SDR.
AI drops a Note with email + DM + questions + research.
Your team acts faster, writes smarter, and closes more.
This is what separates a good sales team from a Sales Champions.
👊 Michael & Thibaut’s final tip:
Start small. Build the Task + Note first. Once it works, plug in AI. Then layer meeting confirmations.
Every step adds more ROI, and you’ll see the difference in your pipeline within weeks.
💡 One last note:
If you want to provide more data to fuel our integrations, join our Beta program, or if you ever face issues, bugs, or need assistance—just contact us.