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Qualify & auto-reply to leads with OpenAI, Airtable, and Gmail

Shri DeshmukhShri Deshmukh
97 views
2/3/2026
JiraWebhookAutomationSupport TicketsM365
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🧠 How it works

This workflow turns your website form into a fully automated AI Lead Qualification system.
Whenever a new lead submits your form, the workflow:

  1. Receives the submission through a Webhook
  2. Cleans and normalizes the input fields
  3. Uses the AI Agent node to score and qualify the lead
  4. Saves all details (including AI analysis) into an Airtable CRM
  5. Automatically routes high-quality leads (score ≥ 7)
  6. Sends an instant Gmail notification
  7. Sends an AI-generated personalized auto-reply back to the lead

This gives you a hands-free, intelligent front-door to your business — ensuring you only spend time on high-value opportunities.

⚙️ Set-up steps

These steps help users configure the workflow quickly:

  1. Create a Webhook trigger
    – Copy the webhook URL and add it to your form tool (Tally, Typeform, Webflow, etc.).

  2. Prepare your Airtable base
    – Create a "Leads" table with fields for name, email, website, message, lead score, priority, use case, timeline, budget, and AI notes.

  3. Add the AI Agent node
    – Insert the provided System + User prompts
    – Enable Structured Output
    – Paste the JSON Schema included in the sticky note inside the workflow.

  4. Connect Airtable
    – Map the original form fields + AI Agent “output” fields to Airtable columns.

  5. Set up the Gmail node
    – Connect your Gmail account
    – Configure the notification email and auto-reply templates.

  6. Configure the IF node
    – Score ≥ 7 routes to the “Hot Lead” branch
    – Everything else is captured but not routed.

  7. Run a test submission
    – Verify that the workflow writes to Airtable
    – Confirm the Gmail notification + auto-reply are delivered
    – Adjust prompting if needed.

All detailed explanations and prompt configurations are included inside the workflow through sticky notes for easy reference.

n8n Workflow: Auto-Reply to Leads with AI, Airtable, and Gmail

This n8n workflow automates the process of qualifying new leads, generating personalized auto-replies using AI, and sending them via Gmail, while also logging the interaction in Airtable and notifying via Slack/WhatsApp.

What it does

This workflow streamlines your lead management by:

  1. Triggering on New Form Submissions: Listens for new submissions via an n8n Form Trigger (e.g., from your website, landing page).
  2. Qualifying Leads with AI: Uses an OpenAI Chat Model and a Basic LLM Chain to analyze the lead's information and determine if they are qualified.
  3. Parsing AI Output: Extracts structured data from the AI's response using a Structured Output Parser.
  4. Conditional Processing: Routes the workflow based on whether the lead is qualified or not using an If node.
  5. Sending Auto-Replies (Qualified Leads): If the lead is qualified, it sends a personalized auto-reply via Gmail.
  6. Logging to Airtable: Records the lead's information and the qualification status in an Airtable base.
  7. Notifying Internal Teams:
    • Sends a notification to a Slack channel for new qualified leads.
    • Sends a notification via WhatsApp Business Cloud for new qualified leads.
  8. Handling Unqualified Leads: (Implicitly, as there are no direct actions for the 'false' branch of the If node, you can extend this to send a different email, log to a different table, etc.)

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Airtable Account: With a base and table configured to store lead information.
  • Gmail Account: Configured as a credential in n8n for sending emails.
  • OpenAI API Key: For the OpenAI Chat Model to generate responses.
  • Slack Account: With a workspace and channel for notifications.
  • WhatsApp Business Cloud Account: Configured as a credential in n8n for sending WhatsApp messages.

Setup/Usage

  1. Import the Workflow:
    • Download the provided JSON file.
    • In your n8n instance, click on "Workflows" in the left sidebar.
    • Click "New" and then "Import from JSON".
    • Paste the JSON content or upload the file.
  2. Configure Credentials:
    • Locate the nodes that require credentials (Airtable, Gmail, OpenAI Chat Model, Slack, WhatsApp Business Cloud).
    • Click on each node and select or create the necessary credentials. Follow the n8n documentation for each service to set up the credentials correctly.
  3. Configure Nodes:
    • n8n Form Trigger: Customize the form fields to match your lead capture form.
    • AI Agent / Basic LLM Chain / OpenAI Chat Model / Structured Output Parser: Review and adjust the prompts and schema to accurately qualify leads and generate desired responses.
    • If: Ensure the condition for qualifying leads is correctly defined based on the output of the AI processing.
    • Airtable: Configure the Base ID, Table Name, and map the fields from the incoming data to your Airtable columns.
    • Gmail: Customize the "To" email address (likely the lead's email), subject, and body of the auto-reply.
    • Slack: Specify the Slack channel and customize the message content for notifications.
    • WhatsApp Business Cloud: Configure the recipient number and message content for notifications.
  4. Activate the Workflow: Once all nodes are configured, activate the workflow by toggling the "Active" switch in the top right corner of the workflow editor.

Now, whenever a new submission is received via the n8n Form Trigger, the workflow will automatically qualify the lead, send a personalized email, log the details, and notify your team.

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