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Automate lead qualification & personalized outreach with Jotform, GPT & Gmail

Jitesh DugarJitesh Dugar
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2/3/2026
Data MigrationHTTP RequestBatch ProcessingCSVAPI Integration
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Automatically qualify inbound demo requests, scrape prospect websites, and send AI-personalized outreach emails—all on autopilot.

What This Workflow Does

This end-to-end lead automation workflow helps SaaS companies qualify and nurture inbound leads with zero manual work until human approval.

Key Features

✅ Smart Email Filtering - Automatically flags personal emails (Gmail, Yahoo, etc.) and routes them to a polite regret message
✅ Website Intelligence - Scrapes prospect websites and extracts business context
✅ AI Analysis - Uses OpenAI to score ICP fit, identify pain points, and find personalization opportunities
✅ Personalized Outreach - AI drafts custom emails referencing specific details from their website
✅ Human-in-the-Loop - Approval gate before sending to ensure quality control
✅ Professional Branding - Even rejected leads get a thoughtful response

Perfect For

  • B2B SaaS companies with inbound lead forms
  • Sales teams drowning in demo requests
  • Businesses wanting to personalize at scale
  • Anyone needing intelligent lead qualification

What You'll Need

  • Jotform account (or any form tool with webhooks) Create your form for free on Jotform using this link
  • OpenAI API key
  • Gmail account (or any email service)
  • n8n instance (cloud or self-hosted)

Workflow Sections

  1. 📧 Lead Intake & Qualification - Capture form submissions and filter personal emails
  2. 🕷️ Website Scraping - Extract company information from their domain
  3. ❌ Regret Flow - Send polite rejection to unqualified leads
  4. 🤖 AI Analysis - Analyze prospects and draft personalized emails
  5. 📨 Approved Outreach - Human review + send welcome email

Customization Tips:

  • Update the AI prompt with your company's ICP and value proposition
  • Modify the personal email provider list based on your market
  • Adjust the regret email template to match your brand voice
  • Add Slack notifications for high-value leads
  • Connect your CRM to log all activities

Time Saved: ~15-20 minutes per lead
Lead Response: Under 5 minutes (vs hours/days manually)

Automate Lead Qualification & Personalized Outreach with Jotform, GPT & Gmail

This n8n workflow automates the process of qualifying leads from Jotform submissions and sending personalized outreach emails via Gmail using AI. It intelligently processes new lead data, determines if a lead is qualified, and crafts tailored email responses.

What it does

  1. Listens for New Jotform Submissions: The workflow is triggered every time a new form is submitted through Jotform.
  2. Qualifies Leads with AI: It sends the Jotform submission data to an OpenAI Chat Model, which acts as an AI Agent to qualify the lead based on predefined criteria.
  3. Parses AI Output: A Structured Output Parser extracts the qualification result (e.g., isQualified and reason) from the AI's response in a structured JSON format.
  4. Conditional Routing: An If node checks the isQualified flag from the AI's output.
    • If Qualified: It generates a personalized outreach email using another OpenAI Chat Model, incorporating details from the Jotform submission and the AI's qualification reason. This email is then sent via Gmail.
    • If Not Qualified: It generates a personalized "not qualified" email using an OpenAI Chat Model, explaining why the lead wasn't qualified. This email is also sent via Gmail.
  5. Code Node for Data Transformation: A Code node is used to prepare the data for the AI Agent, ensuring the Jotform submission is formatted correctly for processing.

Prerequisites/Requirements

  • n8n Account: A running instance of n8n.
  • Jotform Account: A Jotform account with a form configured to collect lead information. You will need to set up a webhook in Jotform to trigger this n8n workflow.
  • OpenAI API Key: An OpenAI API key for accessing the AI Chat Models. This will need to be configured as an n8n credential.
  • Gmail Account: A Gmail account for sending personalized outreach emails. This will need to be configured as an n8n credential.

Setup/Usage

  1. Import the Workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Jotform Trigger: Configure your Jotform credential. After saving the workflow, activate it to get the webhook URL, then set up a webhook in your Jotform form to send submissions to this URL.
    • OpenAI Chat Model (for AI Agent): Configure your OpenAI API key credential.
    • Gmail: Configure your Google OAuth2 credential for Gmail.
  3. Review AI Prompts:
    • Inspect the "AI Agent" node and the "OpenAI Chat Model" nodes (for generating emails) to understand and customize the prompts used for lead qualification and email generation. Adjust these to match your specific lead qualification criteria and desired email tone/content.
    • The "Structured Output Parser" node expects a specific JSON structure from the AI Agent. Ensure your AI Agent prompt guides the AI to output this structure.
  4. Activate the Workflow: Once all credentials and configurations are set, activate the workflow.

Now, every new submission to your configured Jotform will automatically be qualified by AI, and a personalized email will be sent to the lead based on their qualification status.

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