PDF Reports: How to Generate and Email Weekly PDF Summaries with HubSpot Automation

📊 In today’s fast-paced business environment, automating the creation and distribution of weekly PDF summaries is a game changer. Whether it’s tracking sales performance, marketing KPIs, or customer engagement metrics, having timely PDF reports delivered directly to your inbox or Slack can save hours of manual effort while ensuring your team stays updated.

In this article, tailored specifically for the HubSpot department, you’ll learn how to generate and email weekly PDF reports by building robust automation workflows using popular tools such as n8n, Make, and Zapier. We’ll explore integrating services like Gmail, Google Sheets, Slack, and of course HubSpot, walking through each step with practical examples, error handling, and security best practices. By the end, you’ll be empowered to implement these workflows efficiently to boost productivity and decision-making.

Why Automate PDF Report Generation and Email Summaries in HubSpot?

Manually compiling weekly reports from HubSpot and related data sources is time-consuming and error-prone. Automation eliminates bottlenecks, ensures consistent data delivery, and enables informed decisions faster. Startup CTOs, automation engineers, and operations specialists gain the ability to:

• Consolidate data from HubSpot CRM and external sheets/systems
• Create visually appealing PDF summaries with charts and tables
• Automatically email stakeholders or teams on a schedule
• Receive notifications on Slack with report links
• Scale reporting without hiring additional staff

According to recent industry research, companies that automate reporting workflows see a 40% reduction in manual errors and save up to 10 hours per week per team member [Source: to be added].

Tools and Services to Integrate

This automation solution leverages the following key tools:

• HubSpot: Your central CRM to extract data (deals, contacts, tickets)
• Google Sheets: For data processing, aggregation, and acting as a source for report content
• PDF Generation service or Node: n8n’s PDF node or third-party like PDFMonkey
• Gmail or Outlook: To email the generated PDF summaries
• Slack: (Optional) notify teams with report notifications
• Automation Platforms: n8n, Make, or Zapier for building workflows

Automation Workflow Overview

The core automation workflow will follow these phases:

1. Trigger: Schedule trigger every week (e.g., Monday 7 AM) to start the workflow.
2. Data Extraction: Pull relevant HubSpot data via API or export to Google Sheets.
3. Data Processing: Aggregate, filter, and format data using Google Sheets or built-in nodes.
4. Generate PDF: Transform the data into a formatted, branded PDF report.
5. Email Distribution: Use Gmail or Outlook node to send the PDF summaries to a mailing list.
6. Notification: (Optional) Send success/failure alerts or report links to Slack channels.

Step-By-Step Tutorial: Building the Automation in n8n

1. Set the Scheduled Trigger Node

This node initiates the workflow automatically every week. For example, set it to run every Monday at 7 AM.

Configuration:

• Mode: Cron
• Cron Expression: 0 7 * * 1 (7AM Mondays)

2. Query HubSpot Data Node

Use the HubSpot node with the Deals endpoint to fetch sales data:

• Authentication: OAuth2 or API Key with appropriate scopes
• Endpoint: /crm/v3/objects/deals
• Filters: Deals closed in the last week (closeDate >= last_monday)
• Fields: dealName, amount, closeDate, dealStage

3. Process Data with Google Sheets Node

Load the data into Google Sheets to prepare aggregation or perform complex calculations.

Important mappings:

• Sheet Name: WeeklyDealsReport
• Input Data: Append rows with deal info

Use formulas or Apps Script within the sheet to create summaries, such as total sales amount, top deals, or regional performance.

4. Convert Data to PDF

At this point, produce the PDF report. Two approaches:

• n8n PDF Node: Use HTML templating with data and generate PDF directly.
• External Service: Send data to PDFMonkey or similar via API.

Sample HTML Template Snippet (n8n):

<h1>Weekly Sales Report</h1><table><tr><th>Deal Name</th><th>Amount</th></tr>{{#each deals}}<tr><td>{{this.dealName}}</td><td>${{this.amount}}</td></tr>{{/each}}</table>

5. Email PDF via Gmail Node

Attach the generated PDF and send to recipients.

• To: Sales team distribution list
• Subject: Weekly Sales Report – {{date}}
• Body: Summary text + attachment
• Attachment: Output from PDF node (binary data)

6. Slack Notification Node (Optional) 🔔

Notify the team that the report was sent successfully with a link to the PDF (if hosted on SharePoint or Google Drive).

Detailed Node Breakdown and Configuration

Scheduled Trigger Node

• Type: Cron
• Expression: 0 7 * * 1
• Purpose: Starts workflow weekly at 7 AM Monday

HubSpot API Node

• Authentication: OAuth2 with scopes: contacts, deals read
• Method: GET
• Endpoint: /crm/v3/objects/deals
• Query Params: filter by closeDate ≥ previous Monday
• Pagination: Enable for large datasets

Google Sheets Node

• Authentication: Google OAuth2 credentials
• Operation: Append Rows
• Spreadsheet ID: Your weekly report sheet
• Sheet Name: WeeklyDealsReport

PDF Generation Node

• Input: HTML with dynamic Handlebars or Liquid templating
• Output Format: PDF binary

Gmail Node

• Authentication: OAuth2 Gmail API
• Parameters:
• To: sales-team@example.com
• Subject: Weekly Sales Report
• Attachments: Generated PDF file with filename including date

Slack Node

• Authentication: Slack token with chat:write scope
• Channel: #sales-reports
• Message: Report delivery confirmation with timestamp

Error Handling and Robustness

Building reliable automation requires anticipating failures and establishing error handling:

• Retry Logic: Set exponential backoff retries on API calls to HubSpot and Gmail.
• Idempotency: Use unique report IDs or timestamps to prevent duplicates if retriggered.
• Logging: Persist logs in a database or Google Sheets for audit trails.
• Notifications on Errors: Trigger Slack or email alerts if any step fails.
• API Rate Limits: Monitor HubSpot API limits and use backoff strategy.

Security Considerations 🔒

When automating PDF report generation and emailing, ensure your workflow adheres to security best practices:

• Use OAuth2 tokens with minimal necessary scopes for HubSpot, Google, Slack, Gmail.
• Encrypt sensitive data at rest and in transmission.
• Protect API keys and tokens; store in environment variables or n8n credentials.
• Mask personal identifiable information (PII) in reports when necessary.
• Audit access logs regularly for unusual activity.

Scaling and Optimization Tips

To handle growing data and user bases:

• Switch from polling (cron) triggers to webhooks where HubSpot can push updates for near real-time reports.
• Implement queues and concurrency controls to prevent overload.
• Break down workflows into modular components for easier maintenance and versioning.
• Store intermediate data in databases if Google Sheets performance becomes insufficient.

Testing and Monitoring Your Automation

Before deploying to production:

• Use sandbox HubSpot data or test accounts.
• Validate email delivery with test recipients.
• Review logs and run history after executions.
• Set up automated alerts for failure conditions.

Interested in accelerating your automation projects? Explore the Automation Template Marketplace to jumpstart your workflows with pre-built templates.

If you haven’t started yet, Create Your Free RestFlow Account today and streamline your HubSpot PDF reporting now.

Platform Comparison for Automation Workflows

Platform	Pricing	Pros	Cons
n8n	Free self-hosted / Paid cloud plans	Open-source, customizable, supports complex logic, webhooks	Steeper learning curve, self-hosting infrastructure needed (for free)
Make (Integromat)	Free tier limited; paid plans from $9/mo	Intuitive visual builder, lots of prebuilt integrations, error handling	Pricing scales fast with volume, less flexible than n8n for custom needs
Zapier	Starts free, paid plans $19.99/mo+	Easy for beginners, extensive app directory, stable	Limited multi-step branching, cost escalates with complexity

Webhook vs Polling for Triggering Workflows

Method	Latency	Resource Use	Reliability	Use Case
Webhook	Near real-time	Efficient – only runs on events	High reliability if managed properly	Event-driven workflows, immediate reactions
Polling	Delayed (depending on interval)	Consumes resources even if no change	Less reliable on timeliness	Periodic report generation, fallback option

Google Sheets vs Database for Data Processing

Option	Performance	Complexity	Cost	Ideal Use Case
Google Sheets	Good for small to medium datasets	Low – no setup needed	Free with Google Workspace	Light processing, tabular reports
Database (PostgreSQL, MySQL)	High, handles large volumes efficiently	Medium – requires setup and management	Variable, depending on hosting	Complex aggregations, scalable solutions

Conclusion: Automate Your HubSpot PDF Reports with Confidence

Automating the generation and email delivery of weekly PDF summaries for HubSpot data empowers your team with timely insights while reducing manual workload. By integrating tools like n8n, Google Sheets, Gmail, and Slack, you can build flexible, robust, and scalable workflows.

Careful error handling, security best practices, and performance optimizations will ensure your automation runs smoothly even as business needs grow. Start small, test thoroughly, and refine your process to maximize impact.

Take the next step today: