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Qualify & route leads across channels with GPT-4o, Slack & CRM integration

NodeAlchemyNodeAlchemy
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2/3/2026
Text ProcessingEvent CreationAutomationGoogle CalendarDate Parsing
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This n8n template demonstrates how to use AI to capture, qualify, and route inbound leads automatically from email or web forms.

It extracts key business information using AI, scores the lead based on your ideal customer profile, creates CRM records, notifies your team on Slack, and logs all activity—including failures—to Google Sheets.

Use cases include: automating sales inboxes, qualifying form leads for agencies or SaaS products, routing high-fit prospects to the right territory owner, and keeping your sales and ops teams aligned without manual data entry.

Good to know

  • The OpenAI model is used for lead data extraction and will incur a small cost per run depending on volume.
  • This workflow supports either Salesforce or HubSpot as the CRM system—select which one in the configuration node.
  • You’ll need valid credentials for Gmail (or another email service), OpenAI, Slack, Google Sheets, and your chosen CRM before running.

How it works

  1. Triggers:

    • A Gmail trigger polls for new inbound emails.
    • A Webhook node receives submissions from any online form. Both sources merge into a single pipeline.

  2. Validation: Incoming data is checked for required fields (email or text). Invalid entries are routed to the Dead Letter Queue (DLQ) for review.

  3. AI Extraction: The OpenAI node extracts structured fields like company name, size, industry, role, region, problem statement, and budget signals from free-form text.

  4. Parsing & Scoring: The AI output is parsed, then a code node calculates a 0–100 lead score based on transparent criteria—industry, size, role, problem clarity, and budget mentions. It also assigns a lead tier (Hot, Warm, Cold, Unqualified).

  5. CRM Routing: Depending on your configuration, the workflow creates a Salesforce lead (default) or can be easily adapted for HubSpot. Territory or CRM owner routing can be extended here.

  6. Slack Notification: A rich Slack message summarizes the lead score and reasoning and includes a “Create intro email” button for quick action.

  7. Logging: All successful leads are logged to Google Sheets for reporting. Any failed or invalid leads are logged separately to the DLQ tab for auditing.

How to use

  • Configure your credentials for Gmail, OpenAI, Slack, Google Sheets, and your CRM.
  • Open the Workflow Configuration node and fill in your target industries, buyer roles, company size, Slack channel ID, Google Sheets URL, and CRM choice.
  • Create corresponding tabs in your Google Sheet for Leads and DLQ.
  • Test by sending a sample email or form submission, then watch the workflow extract, score, route, and notify automatically.

Requirements

  • OpenAI account for text extraction
  • Gmail (or other email provider) for the email trigger
  • Slack for lead notifications
  • Google Sheets for logging leads and DLQ entries
  • Salesforce or HubSpot account for CRM integration

Customizing this workflow

This template can be expanded in many ways:

  • Add HubSpot routing on the first Switch output.
  • Integrate a Slack button handler to auto-generate intro emails.
  • Add retry and backoff logic for resilience.
  • Modify the scoring rubric in the code node to match your unique ICP.
  • Connect additional sources, such as LinkedIn forms or landing page builders, for omnichannel lead capture.

Qualify & Route Leads Across Channels with GPT-4o (Slack & CRM Integration)

This n8n workflow automates the process of qualifying incoming leads using OpenAI's GPT-4o, routing them to the appropriate CRM (HubSpot or Salesforce), and notifying the sales team via Slack. It streamlines lead management, ensuring that qualified leads are promptly assigned and sales teams are kept informed.

What it does

  1. Receives new leads: The workflow is triggered by an incoming webhook, expecting lead data.
  2. Qualifies leads with GPT-4o: It sends the lead information to OpenAI's GPT-4o to determine if the lead is qualified.
  3. Routes qualified leads: Based on the qualification result, it intelligently routes the lead to either HubSpot or Salesforce.
  4. Notifies sales team on Slack: For qualified leads, it posts a notification to a designated Slack channel, including key lead details.
  5. Logs all leads: All incoming leads, regardless of qualification, are logged in a Google Sheet for comprehensive tracking.
  6. Prepares data for CRM: It uses an "Edit Fields" node to structure the lead data appropriately before sending it to the CRM.
  7. Manages conditional logic: "If" and "Switch" nodes are used to control the flow based on lead qualification and routing decisions.
  8. Merges data: A "Merge" node is used to combine data streams, ensuring all necessary information is available for subsequent steps.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance to host the workflow.
  • Webhook: An external system or form configured to send lead data to the n8n webhook URL.
  • OpenAI API Key: An OpenAI account with API access for GPT-4o.
  • Slack Account: A Slack workspace and a dedicated channel for lead notifications.
  • HubSpot Account: A HubSpot account with API access (if routing to HubSpot).
  • Salesforce Account: A Salesforce account with API access (if routing to Salesforce).
  • Google Sheets Account: A Google Sheets spreadsheet to log all incoming leads.
  • Gmail Account: (Potentially) A Gmail account for triggering, though not directly connected in the provided JSON. It's present as a trigger node but not wired.

Setup/Usage

  1. Import the workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Webhook:
    • Activate the "Webhook" trigger node.
    • Copy the webhook URL and configure your lead generation forms or systems to send lead data (e.g., name, email, company, message) to this URL.
  3. Configure OpenAI Credentials:
    • Set up your OpenAI API key credential in n8n.
    • Ensure the "OpenAI" node is configured to use the correct credential and the GPT-4o model for lead qualification.
  4. Configure Slack Credentials:
    • Set up your Slack API token credential in n8n.
    • In the "Slack" node, specify the channel where sales notifications should be posted.
  5. Configure CRM Credentials (HubSpot & Salesforce):
    • Set up your HubSpot API key/OAuth credential in n8n.
    • Set up your Salesforce API key/OAuth credential in n8n.
    • Configure the "HubSpot" and "Salesforce" nodes with the appropriate credentials and actions (e.g., "Create Contact" or "Create Lead").
  6. Configure Google Sheets Credentials:
    • Set up your Google Sheets API key/OAuth credential in n8n.
    • In the "Google Sheets" node, specify the spreadsheet ID and sheet name where leads should be logged.
  7. Customize Lead Qualification Logic:
    • Review the "Code" node (ID 834) and the "If" node (ID 20) to understand and adjust the lead qualification criteria based on your business rules.
    • The "Switch" node (ID 112) is used for routing to different CRMs; customize its conditions as needed.
  8. Activate the workflow: Once all credentials and configurations are set, activate the workflow in n8n.

Now, whenever a new lead is sent to the webhook, the workflow will automatically qualify it, route it to the correct CRM, and notify your sales team on Slack.

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