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Complete B2B sales pipeline: Apollo lead gen, Mailgun outreach & AI reply management

PaulPaul
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2/3/2026
n8n
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✉️ AI-Powered 3-Step B2B Pipeline — Lead Gen → Cold Outreach → AI Drafted Email Management

Automate your outbound workflow from prospecting to AI-generated reply drafts in Gmail — all fully integrated with your database.
Ideal for SDRs, founders, and growth agencies who want speed, personalization, and control without losing human review.

image.png 📌 Example: From a verified lead list to a qualified opportunity — fully tracked, classified, and pre-drafted with this automation.

🚀 What This Workflow Does

Step 1 — Lead Generation

  • Import leads from Apollo.
  • Enrich and verify emails.
  • Store results in Supabase/Postgres,

Step 2 — Cold Outreach

  • Send 3 step personalized sequences via Mailgun/SendGrid.
  • Track delivery, opens, replies, and bounces directly in your DB.

Step 3 — Email Management (AI Drafts)

  • Process only incoming Gmail messages from contacts in your DB.
  • Generate personalized reply drafts, label threads, update lead status, and alert your team via Slack/Telegram.

🔗 Integrated Services

  • Database: Supabase/Postgres
  • Outbound Email: Mailgun / SendGrid
  • Inbound Email & Drafts: Gmail (OAuth2)
  • AI Models: OpenAI / Anthropic (JSON mode for classification + drafting)
  • Alerts: Slack / Telegram (optional)

💼 What You Get

  • Detailed setup guide
  • Fully connected 3-step pipeline in n8n
  • Ready-to-use database schema
  • Pre-built AI prompts for intent classification and professional replies

📥 Perfect For

  • SDR teams doing targeted outbound
  • Agencies managing multiple client campaigns
  • Founders building scalable outbound systems
  • Sales ops needing a no-risk, review-first reply process

💡 Why You’ll Love It

This isn’t just another outreach template — it’s a full sales engine.
From verified leads to AI-drafted replies, every action is logged, tracked, and controlled for maximum conversions without sacrificing oversight.

n8n AI-Powered B2B Sales Pipeline: Apollo Lead Gen, Mailgun Outreach, and AI Reply Management

This n8n workflow automates a comprehensive B2B sales pipeline, from lead generation and outreach to intelligent AI-driven reply management. It leverages various services to streamline the entire sales process, ensuring timely follow-ups and personalized communication.

What it does

This workflow orchestrates the following key steps:

  1. Scheduled Lead Generation: Periodically queries a Supabase database (or a Postgres database, depending on configuration) to fetch new leads.
  2. Email Outreach: For each new lead, it sends a personalized email using Mailgun.
  3. Lead Status Management: Updates the lead status in Supabase (or Postgres) to "outreach sent".
  4. AI Reply Monitoring (Gmail/Telegram):
    • Option 1 (Gmail): Listens for incoming email replies via a Gmail trigger.
    • Option 2 (Telegram): Listens for incoming messages via a Telegram trigger, potentially for manual intervention or specific commands.
  5. AI Reply Analysis: When a reply is received, an AI Agent (powered by OpenAI or Anthropic Chat Models) analyzes the email content to understand the sentiment and intent.
  6. Structured Output Parsing: The AI's analysis is then parsed into a structured format using a Structured Output Parser.
  7. Reply Categorization: Based on the AI's analysis, the workflow categorizes the reply (e.g., "positive," "negative," "needs follow-up").
  8. Conditional Actions:
    • Positive Reply: If the reply is positive, it might trigger a notification (e.g., to Telegram) or update the lead status in the database.
    • Negative Reply: If the reply is negative, it might update the lead status and potentially stop further outreach.
    • Needs Follow-up/Other: For other replies, it might trigger a specific follow-up action, potentially involving a human-in-the-loop (HITL) process via Telegram.
  9. Database Updates: Continuously updates lead records in the database (Supabase/Postgres) with the latest communication status, AI analysis, and next steps.
  10. Delay/Wait: Incorporates wait steps to manage the timing of outreach and follow-ups.

Prerequisites/Requirements

To use this workflow, you will need accounts and API keys for the following services:

  • Supabase or Postgres Database: To store and manage your leads.
  • Mailgun: For sending outbound emails.
  • Gmail Account: If you choose to monitor email replies via Gmail.
  • Telegram Bot: If you choose to monitor replies or receive notifications via Telegram.
  • OpenAI API Key or Anthropic API Key: For the AI Agent to analyze email replies.
  • n8n Instance: A running n8n instance to host and execute the workflow.

Setup/Usage

  1. Import the Workflow: Download the JSON content and import it into your n8n instance.
  2. Configure Credentials:
    • Add your Supabase or Postgres credentials to the respective nodes.
    • Add your Mailgun credentials.
    • Add your Gmail credentials (if using the Gmail trigger/node).
    • Add your Telegram Bot credentials (if using the Telegram trigger/node).
    • Add your OpenAI or Anthropic credentials for the AI Agent and Chat Model nodes.
  3. Database Schema: Ensure your Supabase/Postgres database has a table for leads with relevant fields (e.g., email, status, last_outreach_date, ai_analysis, reply_category).
  4. Customize AI Prompts: Adjust the prompts in the "AI Agent" and "Structured Output Parser" nodes to fine-tune the AI's analysis and categorization of email replies according to your specific needs.
  5. Configure Schedule Trigger: Set the desired schedule for the "Schedule Trigger" node to define how often new leads are fetched and outreach is initiated.
  6. Activate the Workflow: Once all credentials and configurations are set, activate the workflow in your n8n instance.

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