Recipes / LinkedIn warm replies: follow-up drafts and CRM tasks

LinkedIn warm replies: follow-up drafts and CRM tasks

This recipe uses the official HeyReach and HubSpot MCP servers, and both work in Claude. Steps that write, send or spend credits wait for your approval.

IntermediateSDRs AEs

Who is this for?

SDRs and AEs running LinkedIn outreach in HeyReach who lose positive replies in the inbox. You pull last week's warm replies, get a follow-up draft for each one, and check HubSpot for an existing contact. After you approve, missing contacts and a follow-up task are created in HubSpot. You send the replies yourself from HeyReach.

What do you get?

Warm replies from one week, nothing sent or created yet. Sample output: every company and person in it is fictional.

HeyReach campaign: 'Ops leaders, Q4'. Replies in the last 7 days: 11. Marked positive or interested: 4.

Lead	Company	Reply	HubSpot
Dana Okafor	Larkspur Freightworks (fictional)	"Timing is decent, what does onboarding look like?"	Contact exists, no open deal
Sam Whitlock	Quarry Lane Analytics (fictional)	"Send me something short I can forward."	Not in HubSpot
Priya Raman	Mossgate Labs (fictional)	"Ping me after the 15th."	Contact exists, owner Jordan Lee
Alex Moreno	Birchway Clinics (fictional)	"Sure, Thursday works."	Not in HubSpot

Draft follow-ups (not sent): - Dana: "Onboarding is about two weeks, and most of it is one setup call. Want me to walk you through it Tuesday or Wednesday?" - Sam: "Here's the two-line version you can forward: ... Happy to answer whatever comes back." - Priya: no draft. Task for Nov 17 instead, and the contact belongs to Jordan Lee, so flagged for you to check first. - Alex: "Great. Does 10am or 2pm Thursday work better?" HubSpot after approval (not done yet): - Create contacts: Sam Whitlock, Alex Moreno - Tasks: 4, one per lead, due in 1 business day, Priya's due Nov 17 Nothing was sent from HeyReach. Nothing was created in HubSpot.

How long does it take, and what does it cost?

Estimate About 20–30 minutes, most of it editing the drafts.

Assumptions: One or two HeyReach campaigns and up to 20 replies in a week.

HeyReach: Reads only: replies and lead details for the campaigns you name. No campaigns launched and no messages sent. HeyReach doesn't publish credit costs for MCP use. Credit use not confirmed by HeyReach.
HubSpot: One contact search per lead, then contacts and tasks created after you approve. No emails sent. Credit use not confirmed by HubSpot.

Exact credit costs depend on your plan with each vendor. Check the tool pages before a large run.

Which MCP servers does it use?

Every server is confirmed in: Claude

HeyReach Per-account URL

ClaudeCopilotRead + writeCredits not confirmed
HubSpot Up · auth

ClaudeChatGPTRead + writeCredits not confirmedNeeds admin or IT
https://mcp.hubspot.com

How do I set it up in a chat app?

Every server in this recipe is confirmed for Claude. Connect each one, then paste the prompts below into one conversation.

Connect HeyReach without code (Claude)
Connect HubSpot without code (Claude, ChatGPT)

Developer setup

Auth setup and mcp.json for Claude Code and Cursor

HeyReach: Paste an API key from the vendor's settings into the config (header or URL). There's no browser login, so it works well headless.
HubSpot: Sign in with OAuth in your client (run /mcp in Claude Code). Do it once interactively, and the client stores and refreshes the token.

Put this in .mcp.json (Claude Code, project root) or ~/.cursor/mcp.json (Cursor). Swap the example keys for your own, and don't commit real ones. Remove the // comment lines if your client requires strict JSON.

{
  "mcpServers": {
    "heyreach": {
      "url": "None"
    },
    "hubspot": {
      "url": "https://mcp.hubspot.com"
    }
  }
}

Step-by-step prompts

In HeyReach, list my campaigns and wait for me to pick {campaigns}. Then pull the conversations in those campaigns with a reply in the last {days} days. Show the lead, the company, the date, and the reply text. Don't send anything.
Sort the replies into interested, not now, not interested, and unclear. Show your reason next to each one and let me correct the labels before you go on.
For each interested or unclear reply, write a short follow-up in my voice that answers what they asked. Keep it under 60 words and propose one next step. For 'not now', propose a follow-up date instead of a draft. Keep the drafts here as text.
Search HubSpot for each lead by name and company, and by email if HeyReach has one. Show whether the contact exists, who owns it, and whether there's an open deal. Don't change anything.
After I approve the list, create the missing HubSpot contacts and one follow-up task per lead, due on the date I confirmed. If a contact is owned by someone else, skip it and tell me. Don't send emails, don't create deals, and don't change owners.

Can I run it on a schedule? (optional)

Run it once or twice a week, the morning after your LinkedIn campaigns send.
A scheduled run should stop after step 4. Drafts and the HubSpot changes wait for you.

Where does this go wrong?

A reply labeled interested that isn't. Read the reply text next to the label in step 2. Short replies like 'thanks' or 'who is this?' are unclear, not interested.
Duplicate HubSpot contacts. LinkedIn leads often have no email. Search by name and company before creating, and if more than one match comes back, stop and ask.
Stepping on another rep's account. If HubSpot shows a different owner or an open deal, flag it and skip the task until you check with that owner.
A follow-up sent from the wrong place. This recipe doesn't send from HeyReach. HeyReach doesn't publish a full tool list, so copy each draft into the HeyReach inbox and send it yourself.

Gotchas

HeyReach MCP needs the Growth plan. Each workspace has its own connection URL with the key built in, so treat that URL like a password.
HeyReach doesn't publish its MCP tool list. If replies or lead details don't come back, check the tools your client shows before you rely on this recipe.
A rep can't connect HubSpot alone. Non-admin users need a Super Admin to approve the connector first.
Using Salesforce instead of HubSpot? Swap the search and task steps. Salesforce needs Enterprise Edition or above and an admin-created External Client App.

Download

Get the prompts, guardrails and expected output as one Markdown file. Paste it into a Claude Project or ChatGPT project's instructions, or save it as CLAUDE.md for Claude Code.

Download heyreach-warm-replies-to-crm.md

Vendor sites: HubSpot. If we join an affiliate program, these links will be labeled as affiliate links.