Automate interior design lead qualification with AI & human approval to Notion

Overview

This automated workflow intelligently qualifies interior design leads, generates personalized client emails, and manages follow-up through a human-approval process. Built with n8n, Claude AI, Telegram approval, and Notion database integration.

⚠️ Hosting Options

This template works with both n8n Cloud and self-hosted instances. Most nodes are native to n8n, making it cloud-compatible out of the box.

What This Template Does

Automated Lead Management Pipeline:

• Captures client intake form submissions from website or n8n forms
• AI-powered classification into HOT/WARM/COLD categories based on budget, project scope, and commitment indicators
• Generates personalized outreach emails tailored to each lead type
• Human approval workflow via Telegram for quality control
• Email revision capability for rejected drafts
• Automated client email delivery via Gmail
• Centralized lead tracking in Notion database

Key Features

✅ Intelligent Lead Scoring: Analyzes 12+ data points including budget (AED), space count, project type, timeline, and style preferences

✅ Personalized Communication: AI-generated emails reference specific client details, demonstrating genuine understanding

✅ Quality Control: Human-in-the-loop approval via Telegram prevents errors before client contact

✅ Smart Routing: Different workflows for qualified leads (meeting invitations) vs. unqualified leads (respectful alternatives)

✅ Revision Loop: Rejected emails automatically route to revision agent for improvements

✅ Database Integration: All leads stored in Notion for pipeline tracking and analytics

Use Cases

• Interior design firms managing high-volume lead intake
• Architecture practices with complex qualification criteria
• Home renovation companies prioritizing project value
• Any service business requiring budget-based lead scoring
• Sales teams needing approval workflows before client contact

Prerequisites

Required Accounts & API Keys:

1. Anthropic Claude API - For AI classification and email generation
2. Telegram Bot Token - For approval notifications
3. Gmail Account - For sending client emails (or any SMTP provider)
4. Notion Account - For lead database storage
5. n8n Account - Cloud or self-hosted instance

Technical Requirements:

• Basic understanding of n8n workflows
• Ability to create Telegram bots via BotFather
• Gmail app password or OAuth setup
• Notion database with appropriate properties

Setup Instructions

Step 1: Clone and Import Template

1. Copy this template to your n8n instance (cloud or self-hosted)
2. All nodes will appear as inactive - this is normal

Step 2: Configure Form Trigger

1. Open the Client Intake Form Trigger node
2. Choose your trigger type:
   • For n8n forms: Configure form fields matching the template structure
   • For webhook: Copy webhook URL and integrate with your website form
3. Required form fields:
   • First Name, Second Name, Email, Contact Number
   • Project Address, Project Type, Spaces Included
   • Budget Range, Completion Date, Style Preferences
   • Involvement Level, Previous Experience, Inspiration Links

Step 3: Set Up Claude AI Credentials

1. Obtain API key from https://console.anthropic.com
2. In n8n: Create new credential → Anthropic → Paste API key
3. Apply credential to these nodes:
   • AI Lead Scoring Engine
   • Personalized Client Outreach Email Generator
   • Email Revision Agent

Step 4: Configure Telegram Approval Bot

1. Create bot via Telegram's @BotFather
2. Copy bot token
3. Get your Telegram Chat ID (use @userinfobot)
4. In n8n: Create Telegram credential with bot token
5. Configure Human-in-the-Loop Email Approval node:
   • Add your Chat ID
   • Customize approval message format if desired

Step 5: Set Up Gmail Sending

1. Enable 2-factor authentication on Gmail account
2. Generate app password: Google Account → Security → App Passwords
3. In n8n: Create Gmail credential using app password
4. Configure Client Email Delivery node with sender details

Step 6: Connect Notion Database

1. Create Notion integration at https://www.notion.so/my-integrations
2. Copy integration token
3. Create database with these properties:
   • Client Name (Title), Email (Email), Contact Number (Phone)
   • Project Address (Text), Project Type (Multi-select)
   • Spaces Included (Text), Budget (Select), Timeline (Date)
   • Classification (Select: HOT/WARM/COLD), Confidence (Select)
   • Estimated Value (Number), Status (Select)
4. Share database with your integration
5. In n8n: Add Notion credential → Paste token
6. Configure Notion Lead Database Manager with database ID

Step 7: Customize Classification Rules (Optional)

1. Open AI Lead Scoring Engine node
2. Review classification criteria in the prompt:
   • HOT: 500k+ AED, full renovations, 2+ spaces
   • WARM: 100k+ AED, 2+ spaces
   • COLD: <100k AED OR single space
3. Adjust thresholds to match your business requirements
4. Modify currency if not using AED

Step 8: Personalize Email Templates

1. Open Personalized Client Outreach Email Generator node
2. Customize:
   • Company name and branding
   • Signature placeholders ([Your Name], [Title], etc.)
   • Tone and style preferences
   • Alternative designer recommendations for COLD leads

Step 9: Test the Workflow

1. Activate the workflow
2. Submit a test form with sample data
3. Monitor each node execution in n8n
4. Check Telegram for approval message
5. Verify email delivery and Notion database entry

Step 10: Set Up Error Handling (Recommended)

1. Add error workflow trigger
2. Configure notifications for failed executions
3. Set up retry logic for API failures

Workflow Node Breakdown

1. Client Intake Form Trigger

Captures lead data from website forms or n8n native forms with all project details.

2. AI Lead Scoring Engine

Analyzes intake data using structured logic: budget validation, space counting, and multi-factor evaluation. Returns HOT/WARM/COLD classification with confidence scores.

3. Lead Classification Router

Routes leads into three priority workflows based on AI classification, optimizing resource allocation.

4. Sales Team Email Notifier

Sends instant alerts to sales representatives with complete lead details and AI reasoning for internal tracking.

5. Personalized Client Outreach Email Generator

AI-powered composer creating tailored responses demonstrating genuine understanding of client vision, adapted by lead type.

6. Latest Email Version Controller

Captures most recent email output ensuring only final approved version proceeds to delivery.

7. Human-in-the-Loop Email Approval

Telegram-based review checkpoint sending generated emails to team member for quality control before client delivery.

8. Approval Decision Router

Evaluates reviewer's response, routing approved emails to client delivery or rejected emails to revision agent.

9. Email Revision Agent

AI-powered editor refining rejected emails based on feedback while maintaining personalization and brand voice.

10. Client Email Delivery

Sends final approved personalized emails demonstrating understanding of project vision with clear next steps.

11. Notion Lead Database Manager

Records all potential clients with complete intake data, classification results, and tracking information for pipeline management.

Customization Tips

Adjust Classification Thresholds: Modify budget ranges and space requirements in the AI Lead Scoring Engine prompt to match your market and service level.

Multi-Language Support: Update all AI agent prompts with instructions for your target language. Claude supports 100+ languages.

Additional Routing: Add branches for special cases like urgent projects, VIP clients, or specific geographic regions.

CRM Integration: Replace Notion with HubSpot, Salesforce, or Airtable using respective n8n nodes.

SMS Notifications: Add Twilio node for immediate HOT lead alerts to mobile devices.

Troubleshooting

Issue: Telegram approval not received

• Verify bot token is correct
• Confirm chat ID matches your Telegram account
• Check bot is not blocked

Issue: Claude API errors

• Verify API key validity and credits
• Check prompt length isn't exceeding token limits
• Review rate limits on your Anthropic plan

Issue: Gmail not sending

• Confirm app password (not regular password) is used
• Check "Less secure app access" if using older method
• Verify daily sending limits not exceeded

Issue: Notion database not updating

• Confirm integration has access to database
• Verify property names match exactly (case-sensitive)
• Check property types align with data being sent

Template Metrics

• Execution Time: ~30-45 seconds per lead (including AI processing)
• API Calls: 2-3 Claude requests per lead (classification + email generation, +1 if revision)
• Cost Estimate: ~$0.05-0.15 per lead processed (based on Claude API pricing)

Support & Community

• n8n Community Forum: https://community.n8n.io
• Template Issues: Report bugs or suggest improvements via n8n template feedback
• Claude Documentation: https://docs.anthropic.com
• Notion API Docs: https://developers.notion.com

License

This template is provided as-is under MIT license. Modify and adapt freely for your business needs.

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Version: 1.0 Last Updated: October 2025 Compatibility: n8n v1.0+ (Cloud & Self-Hosted), Claude API v2024-10+