See how businesses scale with automation
Explore real stories of workflows redesigned — faster intake, cleaner data, and measurable results across industries.
N8N Document Intake & CRM Auto-Fill
Turning uploaded PDFs into fully populated HubSpot contacts with zero manual data entry.
Challenge
The client, a consulting firm, was manually reading every uploaded intake document and copying contact details by hand into HubSpot — a slow process prone to error and delay that pulled staff away from higher-value work.
Resolution
- Built an N8N workflow that continuously watches a designated Google Drive intake folder for new PDF uploads
- Automatically downloads each new PDF as soon as it lands in the folder
- Uses Claude to extract key fields (name, email, phone, and other relevant details) directly from the document
- Creates a new HubSpot contact or updates an existing record instantly based on the extracted data
- Logs every extraction to Google Sheets to maintain a full audit trail
Impact
- Removed manual data entry entirely from the intake process, freeing staff time previously spent on copy-paste work
- HubSpot records are now updated the moment a document arrives, keeping the CRM continuously current
- Established a built-in audit log, giving the team full visibility and traceability without extra admin effort
Stack
Tools used: N8N, Claude, HubSpot, Google Drive, Google Sheets
Get this result
Tell us your main workflow pain point. We will outline the fix on a short call.