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Automate personalized cold emails with Apollo lead scraping and GPT-4.1

Richard BesierRichard Besier
1514 views
2/3/2026
Text SummarizationEmail AutomationWebhookOpenAIAI Processing
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How This Works

This automation automatically scrapes leads from Apollo using the Apify scraper, filters out those who do not have an Email or URL included, scrapes the leads' website content and writes personalised Icebreakers and subject lines based on the website's content.

Set Up (Step-by-Step)

  • Connect the API keys from the Apify scraper mentioned in the workflow sticky note.
  • Insert Apollo URL and the amount of leads you want to scrape.
  • Connect your Slack account (if needed)

Reach Out To Me

Send me an Email if you need further assistance: richard@advetica-systems.com

n8n Workflow: Automate Personalized Cold Emails with Apollo Lead Scraping and GPT-4

This n8n workflow streamlines the process of generating personalized cold emails by integrating lead scraping, AI-powered content generation, and human review. It's designed to help sales and marketing teams scale their outreach efforts with highly relevant and engaging emails.

What it does

This workflow automates the following steps:

  1. Manual Trigger: Initiates the workflow upon a manual click, allowing for on-demand execution.
  2. Google Sheets: Reads data from a specified Google Sheet, likely containing initial lead information or a list of companies/individuals to target.
  3. Loop Over Items (Split in Batches): Processes the data from Google Sheets in batches, ensuring efficient handling of large datasets.
  4. HTTP Request: Makes an API call to an external service (e.g., Apollo.io or a similar lead enrichment platform) to scrape or retrieve detailed lead information based on the data from Google Sheets.
  5. Edit Fields (Set): Transforms and structures the scraped lead data, preparing it for the AI model. This step likely extracts key fields like company name, contact person, industry, pain points, etc.
  6. OpenAI: Utilizes the OpenAI API (likely GPT-4 or a similar model) to generate a personalized cold email draft based on the enriched lead data. The prompt for the AI would guide it to craft compelling and relevant content.
  7. Filter: Checks the generated email for certain conditions (e.g., length, presence of keywords, or a confidence score).
    • If conditions are met: The email is considered good to go.
    • If conditions are NOT met: The email might require human intervention.
  8. Slack (Conditional): If the filter determines that an email needs review, a notification is sent to a specified Slack channel, alerting the team to manually check and refine the email.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance (cloud or self-hosted).
  • Google Sheets Account: Access to a Google Sheet containing your initial lead data.
  • Apollo.io (or similar lead scraping/enrichment tool): An account and API access for a lead scraping service.
  • OpenAI API Key: An API key for OpenAI (e.g., GPT-4) with sufficient credits.
  • Slack Account: A Slack workspace and a channel where notifications can be posted.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Google Sheets: Set up your Google Sheets credential to allow n8n to read from your spreadsheet.
    • HTTP Request: Configure the HTTP Request node with your lead scraping service's API endpoint and authentication (e.g., API key in headers or query parameters).
    • OpenAI: Add your OpenAI API key as a credential for the OpenAI node.
    • Slack: Set up your Slack credential to enable posting messages to a channel.
  3. Customize Nodes:
    • Google Sheets: Specify the Google Sheet ID and the range or sheet name from which to read data.
    • HTTP Request: Adjust the URL, method, and body to match the specific API documentation of your lead scraping service. Map the input data from Google Sheets to the appropriate parameters for lead lookup.
    • Edit Fields (Set): Ensure this node correctly extracts and renames the necessary fields from the scraped data for the OpenAI prompt.
    • OpenAI: Refine the prompt to guide GPT-4 in generating the desired cold email structure, tone, and personalization elements.
    • Filter: Customize the conditions for filtering generated emails (e.g., item.text.length > 100, item.sentiment == 'positive').
    • Slack: Specify the Slack channel where alerts should be sent for emails requiring review.
  4. Execute the Workflow: Click "Execute Workflow" on the "Manual Trigger" node to run the workflow. You can also set up a schedule for automated runs if your Google Sheet is regularly updated.

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