Identifying qualified, high intent leads in your HubSpot Conversations can dramatically improve your sales efficiency, help prioritize follow-ups, and boost your overall conversion rate.
By leveraging AI to systematically analyze your chat data, you can pinpoint those prospects showing the most buying intent, all without manually sifting through countless chat logs.
Why Target High Intent Leads in Conversations?
- High intent leads are those who show clear interest or readiness to buy.
- Your HubSpot Conversations are a rich source of signals, specific questions, repeated topics, and behavioral cues, that naturally segment visitors by interest and potential to convert.
Step 1: Retrieve your HubSpot conversations data
To fetch your conversations data from HubSpot, you can make a custom integration to call the HubSpot API or use Conversations Export to export the conversations for you.
- To use the HubSpot API
- To use Conversations Export
- Connect the Conversations Export integration: Follow the getting started guide here to open the app in your HubSpot portal.
- Click Add Export and select your workspace and channel: You can choose from workspaces like Inbox, Help Desk and channels like Live Chat, Facebook Messenger, etc.
- Check anonymize conversations: This internally (no 3rd party data access) does an initial pass of redacting personally identifiable information like names, phone numbers, addresses, etc.
Warning: some PII may remain due to data structures. Always check your conversations data for PII before uploading to any AI or analytics tools.
- Optionally choose a date range: Set this if you want to restrict the data to a certain period of time.
- Download the File: Some larger exports can take considerable time. You can close the app and receive an email with a link when the download is ready.
Step 2: Preparing the Data for Analysis
- Open the Exported File: Use spreadsheet software (Excel, Google Sheets) to view your chat data.
- Review Data Structure: Identify columns such as timestamp, agent, and conversation content.
- Check for personally identifiable information: Remove any references to private information like names, phone numbers, addresses, etc. Anonymize conversations will do an initial pass but due to varying data formats, may not catch every reference.
Step 3: Use a prompt to process your conversations with AI
You can use a free Perplexity.ai account to analyze this data for you. Remember to double check for personally identifiable information before uploading.
- Prompt:
ROLE: You are an expert lead qualification analyst specializing in B2B sales conversation analysis and intent detection.
TASK: Analyze the provided HubSpot conversation data to identify and score high-intent leads using advanced NLP techniques and proven sales qualification frameworks.
ANALYSIS FRAMEWORK:
-
INTENT SIGNAL DETECTION
- Scan conversation content for explicit buying signals (e.g., pricing, timeline, implementation needs)
- Identify implicit engagement indicators (e.g., technical question depth, stakeholder mentions)
- Detect pain points, urgency language, and competitor comparisons
-
BANT QUALIFICATION SCORING
For each conversation, assign scores (0-4) for:- BUDGET: Financial capability and budget authority signals
- AUTHORITY: Decision-making power and influencer indicators
- NEED: Problem articulation and explicit solution requirements
- TIMELINE: Purchase urgency and implementation timeframe
-
ENGAGEMENT QUALITY ASSESSMENT
- Assess conversation depth, response quality, and engagement level
- Note proactive information sharing, stakeholder involvement, follow-ups, and sentiment
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BEHAVIORAL PATTERN ANALYSIS
- Identify multiple touchpoint engagement and technical question complexity
- Detect escalation (from individual to team), implementation, and integration questions
SCORING METHODOLOGY:
- Calculate weighted BANT score: (Budget×0.25) + (Authority×0.25) + (Need×0.30) + (Timeline×0.20)
- Apply engagement multiplier (0.5x to 2.0x) based on quality indicators
- Factor in behavioral consistency, trend strength, and recency
OUTPUT REQUIREMENTS:
For each high-scoring lead, provide:
- Search Reference: Output the exact value from the
Search Referencefield of the CSV for each lead, to enable direct lookup and verification in HubSpot. - Lead Profile:
- Contact details/company if available
- Conversation reference ID
- Initial engagement date and total touchpoints
- Qualification Score:
- Overall score (0–100 scale)
- BANT breakdown with supporting excerpts
- Engagement quality rating and intent confidence
- Key Insights:
- Primary pain points and business needs
- Feature requirements and timeline/urgency discussion
- Stakeholder and decision process evidence
- Any competitor mentions or comparative evaluation
- Recommended Actions:
- Next steps for sales engagement
- Tailored outreach strategy
- Suggested follow-up timeline and relevant resources
PRIORITIZATION CRITERIA:
- Score 80–100: Hot leads, immediate sales contact
- Score 60–79: Warm leads, structured follow-up
- Score 40–59: Nurture for marketing
- Score 0–39: Low-priority/unqualified
CONVERSATION DATA INPUT:
- Process each CSV row, focusing on conversation content,
Search Referencefor easy HubSpot lookup, and engagement timeline. - Compile a prioritized, actionable list of high-intent leads with the
Search Referenceclearly included with each entry.
Step 4: Prioritize and Act on High Intent Leads
- Use the AI-generated results to assign leads to your sales team for immediate action.
- Use the Search Reference column text to search Inbox or Help Desk for original conversations
- Customize follow-up sequences based on the specific intent signal (e.g., send a calendar link for a demo, answer detailed questions, or share pricing sheets).
Step 5: Repeat Regularly for Consistent Results
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Routinely re-export and re-analyze your conversations to stay on top of new opportunities and trends
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Combine with workflows to automate tagging and follow-up of high intent leads in HubSpot for even greater efficiency
You Now Have a Powerful Workflow for Surfacing High-Intent Leads!
By systematically exporting, reviewing, and analyzing your HubSpot Conversations with this AI-powered prompt, you’ve unlocked a repeatable process for identifying high-intent, qualified leads at scale.
This approach helps your sales team prioritize their outreach, tailor follow-up strategies, and close deals faster, while giving you deeper insights into what your prospects truly care about. Start using this workflow today to turn everyday conversations into conversion gold.