Proposal Email - Instantly.ai to HubSpot Integration
Subject: Instantly.ai → HubSpot Integration - Two Options for You
Hi Pouria,
Thanks for the call today! I’m excited about the opportunity to help Kwikly streamline your outbound operations.
What We’re Building
4 automated workflows that connect Instantly.ai to HubSpot:
- Email Sent Tracking → Updates HubSpot “last contacted” in real-time
- Reply Logging → Logs all inbound responses as HubSpot activities
- Opt-Out Management → Marks opt-outs in HubSpot + adds to exclusion list
- Exclusion List Sync → Automatically prevents outreach to signed-up/contacted leads
Result: Zero duplicate outreach, complete visibility in HubSpot, no additional subscription costs.
Two Approaches - You Choose
I’m offering two options based on your infrastructure preferences:
Option A: n8n Workflows (Uses Your Existing Stack)
Best if: Your n8n is self-hosted and you want your team to maintain workflows visually.
Timeline: Production-ready by Monday EOD (Feb 17)
Investment: **75/hr)
What You Get:
- 4 production n8n workflows (visual, no-code)
- Complete documentation + SOPs (if needed)
- Team training session
- Error monitoring setup
Day 1 (Thu): Setup + build email tracking & reply logging (10 hrs)
Day 2 (Fri): Build opt-out handling & exclusion sync (10 hrs)
Day 3 (Mon): Full testing, deployment, documentation (10 hrs)
Important: If you’re on n8n Cloud, this volume (3k emails/day = ~6k executions/day) could get expensive with their execution limits. Self-hosted is ideal for this use case.
Option B: Custom Webhook API (Dedicated Service)
Best if: You want a faster, more reliable solution that doesn’t depend on n8n execution limits.
Timeline: Production-ready by Friday EOD (Feb 14)
Investment: **75/hr) + $5-10/month hosting
What You Get:
- Custom Node.js/Python API service
- Deployed on Railway/Render (handles 10k+ emails/day)
- Built-in error handling, retry logic, logging
- Complete documentation + monitoring
Day 1 (Thu): Build API + all 4 webhook endpoints (12 hrs)
Day 2 (Fri): Testing, deployment, documentation (8 hrs)
Why This Might Be Better:
- Faster delivery (1 day sooner)
- More reliable (no n8n execution limits)
- Better performance (direct API calls)
- Easier debugging (standard code + logs)
- Lower cost upfront (2,250)
My Recommendation
If self-hosted n8n: Go with Option A (uses your existing infrastructure)
If n8n Cloud: Go with Option B (avoids execution costs, faster delivery)
Next Steps to Start Immediately
If you’d like to move forward, I’ll need access to:
- HubSpot (API key or OAuth - staging preferred, production with NDA if needed)
- Instantly.ai (webhook configuration access)
- n8n (if Option A - credentials or admin access)
Critical questions to clarify:
n8n Setup (Important for pricing):
- Is your n8n self-hosted or n8n Cloud?
- If Cloud, what’s your current execution limit/plan?
HubSpot Configuration:
- What’s the exact HubSpot field name for “last contacted”? (Or should I create a custom one?)
- Which HubSpot contact statuses should trigger exclusion? (e.g., “Customer”, “Signed Up”, “Do Not Contact”)
- Do you have a staging HubSpot environment, or should I work in production with an NDA?
Documentation Needs:
- Do you need SOPs (Standard Operating Procedures) for your team to maintain this?
- What level of training/handoff do you need?
What’s Included (Both Options)
- All 4 workflows/endpoints (email tracking, reply logging, opt-out, exclusion sync)
- Complete documentation (field mappings, troubleshooting guide)
- Error monitoring & alerting setup
- Training session for your team
- SOPs (if requested)
Edge Case Handling: The quoted timeline assumes standard implementation. If edge cases arise (complex HubSpot custom objects, unusual Instantly webhook behavior, etc.), additional time may be required at the same $75/hr rate. I’ll communicate any scope changes immediately.
Post-Launch Support: After deployment, any bug fixes, adjustments, or additional features are billed at $75/hr. I’ll monitor the first 24 hours closely to catch any issues early.