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Automated B2B lead management and AI outreach

Țugui DragoșȚugui Dragoș
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2/3/2026
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This workflow is a comprehensive, production-grade automation for B2B lead management and multichannel outreach, designed for Sales Development Representatives (SDRs), growth teams, and sales operations. It covers the entire SDR pipeline: from lead ingestion and validation, through enrichment, scoring, AI-powered outreach, reply handling, analytics, and reporting.

Key Features:

  • Lead validation (email, suppression, geo/GDPR)
  • Multi-source data enrichment
  • Lead scoring and tiering (HIGH/MEDIUM/LOW)
  • AI-generated personalized cold emails (with A/B subject testing)
  • Multichannel outreach (Email, LinkedIn, WhatsApp) with rate limiting and compliance
  • AI-based reply simulation and intent classification
  • Automated routing (qualification, follow-up, manual review)
  • Full event logging to database
  • Aggregated analytics and daily reporting
  • Human-readable AI summary and Slack notifications

What This Workflow Does

1. Lead Ingestion & Validation

  • Loads leads from a source (test data, CRM, webhook, etc.)
  • Validates email format and checks against suppression lists (blocked domains/emails)
  • Applies geo and GDPR compliance logic (blocks/flags leads from restricted countries)

2. Data Enrichment

  • Enriches each lead via one or more external APIs (company info, tech stack, revenue, etc.)
  • Handles enrichment failures gracefully and logs them for analytics

3. Lead Scoring & Segmentation

  • Scores leads based on industry, country, company size, revenue, and pain points
  • Segments leads into HIGH, MEDIUM, or LOW tiers for tailored outreach

4. AI-Powered Outreach Generation

  • Uses OpenAI (or compatible LLM) to generate personalized cold email content
  • Creates A/B tested subject lines for each email
  • Generates LinkedIn and WhatsApp message variants for multichannel outreach

5. Multichannel Outreach Execution

  • Sends emails via SMTP (with rate limiting and quiet hours)
  • Simulates LinkedIn and WhatsApp sends (can be replaced with real integrations)
  • Logs all outreach events to a Postgres database

6. Reply Simulation & AI Classification

  • Simulates a variety of lead replies (interested, not interested, follow-up, unclear)
  • Uses AI to classify reply intent and suggest next actions

7. Automated Routing & Follow-up

  • Routes leads based on AI classification:
    • Interested: Schedules meeting, logs qualification, proposes follow-up
    • Follow-up Later: Schedules future follow-up
    • Not Interested: Marks as closed/lost
    • Unclear: Flags for manual review and notifies team via Slack

8. Event Logging & Analytics

  • Logs every significant event (enrichment, outreach, reply, status change) to a database
  • Aggregates results by lead score, channel, and status
  • Calculates key metrics (qualification rate, enrichment success, multichannel rate, etc.)

9. Reporting & Team Notification

  • Generates a daily analytics row and stores it in the database
  • Uses AI to create a human-readable summary of the run
  • Posts a detailed summary to a Slack channel

Use Cases

  • Automated SDR Workflows: Replace manual lead research, outreach, and follow-up with a fully automated, auditable process.
  • Growth Experiments: Run A/B tests on messaging, subject lines, and channels at scale.
  • Sales Analytics: Get transparent, granular reporting on every step of the SDR funnel.
  • Compliance-First Outreach: Ensure all outreach respects geo, GDPR, and suppression rules.
  • AI-Driven Personalization: Use LLMs to generate highly relevant, non-generic outreach at scale.

Installation & Setup

1. Import the Workflow

  • Download or copy the workflow from the n8n Template Store.
  • In your n8n editor, click Import and paste the workflow JSON, or use the "Use Template" button.

2. Configure Required Credentials

  • Postgres: Set up a Postgres credential for event and analytics logging.
  • SMTP: Add your email provider's SMTP credentials for sending emails.
  • OpenAI: Add your OpenAI API key for AI-powered nodes.
  • Slack: Add your Slack API credential for notifications.
  • Enrichment APIs: Add credentials for any external enrichment APIs you use.

3. Customize Lead Source

  • Replace the test data in the Load Test Leads node with your real lead source (e.g., webhook, CRM, Google Sheets, etc.).

4. Adjust Compliance & Suppression Logic

  • Update the suppression lists and geo/GDPR logic in the relevant nodes to match your organization's requirements.

5. Review Multichannel Logic

  • The workflow simulates LinkedIn and WhatsApp sends. Replace these with real integrations if needed.

6. Database Preparation

  • Ensure your Postgres database has the following tables (or adjust node configs):
    • lead_events (for all event logs)
    • analytics_daily (for daily summary rows)
    • meetings (for scheduled meetings)
    • execution_runs (for workflow run metadata)

7. Test the Workflow

  • Run the workflow manually with sample data.
  • Check the database and Slack for logs and notifications.
  • Review AI-generated content for tone and compliance.

Configuration Details

  • Rate Limiting: Email, LinkedIn, and WhatsApp sends are rate-limited and respect quiet hours.
  • A/B Testing: Each email uses a randomly selected subject variant for ongoing optimization.
  • AI Models: Uses OpenAI GPT-4o-mini by default; can be swapped for other models.
  • Event Logging: Every action (enrichment, outreach, reply, status change) is logged with timestamp and payload for full traceability.
  • Analytics: Aggregates by lead score, channel, and status; calculates rates and averages.
  • Slack Notifications: Posts a summary of each run, including key metrics and AI-generated insights.

Advanced Customization

  • Add/Replace Enrichment APIs: Plug in any HTTP-based enrichment service.
  • Custom Lead Scoring: Adjust the scoring logic in the Compute Lead Score node to fit your ICP.
  • Custom AI Prompts: Edit the system messages in AI nodes for your brand voice.
  • Additional Channels: Integrate SMS, phone, or other channels as needed.
  • Webhook Triggers: Replace manual trigger with webhook for real-time automation.

Requirements

  • n8n version 1.123.0 or later
  • Postgres database (or adapt for your DB)
  • SMTP email provider
  • OpenAI API key (or compatible LLM)
  • Slack workspace (for notifications)
  • (Optional) Enrichment API keys

Template Store Submission Notes

  • All credentials are handled via n8n's credential system (no hardcoded secrets).
  • The workflow is modular, well-commented, and ready for production use.
  • All event and analytics logging is auditable and GDPR-compliant.
  • Please review and test all integrations in your environment before using in production.

Example Analytics Output

| Metric | Value | |-----------------------|---------| | Total Leads | 100 | | Qualified | 22 | | Follow-up Scheduled | 15 | | Closed Lost | 40 | | Manual Review | 3 | | Qualification Rate | 22% | | Enrichment Success | 90% | | Multichannel Rate | 60% |

Ready to automate your SDR pipeline? Import this workflow and start scaling your B2B outreach today!

Automated B2B Lead Management and AI Outreach

This n8n workflow automates the process of managing B2B leads, enriching their data, and initiating AI-powered outreach based on specific criteria. It integrates with a PostgreSQL database, leverages an AI agent for intelligent decision-making, and sends personalized emails and Slack notifications.

What it does

This workflow streamlines your lead management by:

  1. Triggering Manually: The workflow is initiated manually, allowing for on-demand lead processing.
  2. Fetching Lead Data: It retrieves lead information from a PostgreSQL database.
  3. Preparing Data for AI: It transforms the raw lead data into a structured format suitable for AI processing.
  4. AI-Powered Lead Analysis: An AI agent analyzes the lead data to determine the appropriate outreach strategy (e.g., "Send Email", "Send Slack", "No Action").
  5. Parsing AI Output: The AI agent's structured output is parsed to extract the recommended action and any relevant details.
  6. Conditional Routing: Based on the AI's recommendation, the workflow routes the lead to one of three paths:
    • Send Email: If the AI recommends sending an email, a personalized email is composed and sent.
    • Send Slack Notification: If the AI recommends a Slack notification, a message is sent to a designated Slack channel.
    • No Action: If the AI recommends no action, the workflow concludes for that lead.
  7. Aggregating Results: After each lead is processed, the workflow aggregates the outcomes.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • PostgreSQL Database: Access to a PostgreSQL database containing your lead data. You'll need credentials to connect.
  • OpenAI API Key: To power the AI Agent and OpenAI Chat Model.
  • Email Sending Credentials: SMTP credentials for the "Send Email" node.
  • Slack Account: A Slack workspace and a Slack API token for sending messages.

Setup/Usage

  1. Import the Workflow:
    • Download the provided JSON file.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button and paste the workflow JSON or upload the file.
  2. Configure Credentials:
    • Postgres: Update the "Postgres" node with your database credentials (host, port, database, user, password).
    • OpenAI Chat Model: Configure the "OpenAI Chat Model" node with your OpenAI API key.
    • Send Email: Set up your SMTP credentials in the "Send Email" node.
    • Slack: Configure your Slack credentials in the "Slack" node.
  3. Customize Nodes (Optional):
    • Postgres: Adjust the SQL query in the "Postgres" node to fetch the specific lead data you need.
    • Edit Fields (Set): Modify the fields being set if your lead data structure differs.
    • AI Agent: Tune the prompt and tools used by the "AI Agent" to refine its decision-making logic for your specific lead qualification criteria.
    • Structured Output Parser: Adjust the schema if the AI agent's output structure changes.
    • Send Email: Customize the email subject and body in the "Send Email" node to match your outreach strategy.
    • Slack: Adjust the message content and target channel in the "Slack" node.
    • If/Switch Nodes: Review the conditions in the "If" and "Switch" nodes to ensure they align with your desired routing logic.
  4. Activate and Execute:
    • Save the workflow.
    • Click "Activate" to enable the workflow.
    • Click "Execute Workflow" on the "Manual Trigger" node to run it.

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