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Automated lead follow-up with Follow Up Boss, Gmail, Twilio & WhatsApp messaging

Fabian PerezFabian Perez
1027 views
2/3/2026
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This workflow automates your entire lead follow-up process across email, SMS, and WhatsApp.

It starts on a schedule and pulls your latest leads from FollowUpBoss (FUB), checking when the workflow last ran. Each new contact is automatically validated — phone numbers and emails are cleaned, filtered, and checked for duplicates before sending any message.

Once validated, the system intelligently decides how to reach each lead:

💬 Email + SMS if all data looks good

📧 Email only if phone is invalid

📱 SMS/WhatsApp only if email is missing

Each message is personalized using data from the lead record, and everything is tracked back in your database for future reporting.

This template helps agents, marketing teams, and CRM users run consistent follow-ups without missing a single contact. Whether you manage 10 or 10 000 leads, this flow scales effortlessly.

Tools used: FollowUpBoss, Gmail, Twilio/WhatsApp, n8n

(Tip: Replace your API keys and Gmail credentials before running.)Captura de pantalla 20251015 202825.png

n8n Automated Lead Follow-up with Follow Up Boss, Gmail, Twilio & WhatsApp Messaging

This n8n workflow automates the crucial process of following up with new leads, ensuring timely and personalized communication through multiple channels. It integrates with Follow Up Boss for lead management, uses Gmail for email communication, and leverages Twilio for SMS and WhatsApp messages.

What it does

This workflow is designed to streamline lead nurturing by:

  1. Triggering on a Schedule: The workflow starts at predefined intervals (e.g., daily) to check for new leads.
  2. Fetching New Leads: It makes an API request to Follow Up Boss to retrieve new leads that require follow-up.
  3. Processing Leads in Batches: Each new lead is processed individually to ensure personalized communication.
  4. Filtering Leads: It checks if a lead has a phone number available for SMS/WhatsApp communication.
  5. Sending Initial Email: For all new leads, it sends a personalized follow-up email via Gmail.
  6. Sending SMS/WhatsApp (Conditional): If a lead has a phone number, it sends an initial SMS or WhatsApp message via Twilio.
  7. Adding a Delay: A waiting period is introduced before the next follow-up step.
  8. Sending Second Email: After the delay, a second follow-up email is sent via Gmail.
  9. Sending Second SMS/WhatsApp (Conditional): If a phone number is available, a second SMS or WhatsApp message is sent via Twilio.
  10. Marking Lead as Followed Up: Updates the lead status in Follow Up Boss to indicate that the initial follow-up sequence has been completed.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Follow Up Boss Account: With API access and credentials.
  • Gmail Account: Configured as a credential in n8n.
  • Twilio Account: With API credentials (Account SID, Auth Token) and a Twilio phone number for sending SMS/WhatsApp messages.

Setup/Usage

  1. Import the Workflow:
    • Copy the provided JSON code.
    • In your n8n instance, click "New" in the workflows section.
    • Click the three dots in the top right corner and select "Import from JSON".
    • Paste the JSON and click "Import".
  2. Configure Credentials:
    • Locate the "HTTP Request" node (for Follow Up Boss API). You will need to configure the API key and endpoint for your Follow Up Boss account.
    • Locate the "Gmail" nodes. You will need to set up a Gmail OAuth2 credential in n8n and select it for these nodes.
    • Locate the "Twilio" nodes. You will need to set up a Twilio credential in n8n with your Account SID and Auth Token, and enter your Twilio phone number in the node settings.
  3. Customize Content:
    • Adjust the email content in the "Gmail" nodes to match your desired follow-up messages.
    • Modify the SMS/WhatsApp message content in the "Twilio" nodes.
    • Update the "Code" node if you need to modify how lead data is processed or formatted.
  4. Adjust Schedule:
    • Configure the "Schedule Trigger" node to run at your desired frequency (e.g., once a day, every few hours).
  5. Activate the Workflow:
    • Once all credentials and content are configured, activate the workflow to start automating your lead follow-up.

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