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

Open on n8n.io

$20/month : Unlimited workflows

2500 executions/month

Try free

THE #1 IN WEB SCRAPING

Scrape any website without limits

Try free

HOSTINGER

Early Deal
DISCOUNT 20%

Self-hosted n8n

Unlimited workflows - from $4.99/mo

Try free

#1 hub for scraping, AI & automation

6000+ actors - $5 credits/mo

Try free

Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

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 l...

Best for

Lead Nurturing automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.code, n8n-nodes-base.httprequest, n8n-nodes-base.if, n8n-nodes-base.filter, n8n-nodes-base.splitout, n8n-nodes-base.gmail, n8n-nodes-base.twilio

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Fabian Perez.

Original n8n.io source

1.1 Workflow description

Title: Automated lead follow-up with Follow Up Boss, Gmail, Twilio & WhatsApp messaging
Workflow name: Automated lead follow-up with Follow Up Boss, Gmail, Twilio & WhatsApp messaging

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.)

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 2 - Get Last time run

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 3 - Last Time Run

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 4 - Get Last Lead (FUB)

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 5 - False Email or False Phone

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 6 - Invalid Number and Email

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 7 - DIvide Each Lead

Type / Role: n8n-nodes-base.splitOut - splitOut
Config choices: Version 1

Block 8 - Send Email

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 9 - Send SMS/Whatsapp

Type / Role: n8n-nodes-base.twilio - twilio
Config choices: Version 1

Block 10 - Wait

Type / Role: n8n-nodes-base.wait - wait
Config choices: Version 1.1

Block 11 - Send SMS/Whatsapp1

Type / Role: n8n-nodes-base.twilio - twilio
Config choices: Version 1

Block 12 - Full data → Send both Email + SMS/WhatsApp

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 13 - Missing/Invalid phone → Email only

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 14 - Missing/Invalid email → SMS/WhatsApp only

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 15 - Extract Fields

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 16 - Extract Fields1

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 17 - Extract Fields2

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 18 - Send Email1

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 19 - All Good?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 20 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 21 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 22 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 23 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 24 - Sticky Note4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Automated lead follow-up with Follow Up Boss, Gmail, Twilio & WhatsApp messaging
Complexity	advanced
Nodes	24
Categories	Lead Nurturing, AI Chatbot
Author	Fabian Perez
Published	16 Oct 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/9738/9738.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Lead Nurturing workflows AI Chatbot workflows

Frequently asked questions

What does Automated lead follow-up with Follow Up Boss, Gmail, Twilio & WhatsApp messaging do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Lead Nurturing, AI Chatbot use case.

Fabian Perez

2 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.code n8n-nodes-base.httprequest n8n-nodes-base.if n8n-nodes-base.filter n8n-nodes-base.splitout n8n-nodes-base.gmail n8n-nodes-base.twilio

Complexity

advanced

Published 16 Oct 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/9738/9738.json

Share Your Workflow

Have a useful automation to share? Publish it and help the community.

Submit Your Template How to Submit

Related Workflows

Re-engage missed property viewings with Google Calendar, Gemini, Gmail, and WhatsApp

## Quick overview When a buyer misses a scheduled viewing, this workflow automatically sends an AI-personalized follow-up by email and WhatsApp using Google Gemini, then logs the outcome to Google Sheets, recovering leads that would otherwise go cold. ## How it works 1. Triggers every 15 minutes when a Google Calendar event is updated in the selected viewings calendar. 2. Checks the event title/summary and continues only if it contains the tag “no-show”. 3. Extracts the lead’s name, email, phone, property address, and scheduled viewing time from the calendar event details. 4. Sends the lead and viewing context to Google Gemini to generate an email message and a WhatsApp message in JSON format. 5. Parses and cleans the AI output into safe HTML for email and a trimmed plain-text WhatsApp message. 6. Sends the re-engagement email via Gmail and appends the follow-up outcome to a Google Sheets log. 7. If a phone number is available, sends the WhatsApp message and updates a Google Sheets status field to record that WhatsApp was sent. ## Setup 1. Connect credentials for Google Calendar, Gmail, Google Sheets, and a Google Gemini (PaLM) API key. 2. Select the correct Google Calendar (viewings calendar) and ensure missed appointments are consistently tagged with “no-show” in the event summary. 3. Create or choose a Google Sheets document and sheet, then fill in the document ID/URL, sheet name, and the columns expected by the append/update logging steps. 4. Configure WhatsApp credentials in n8n (or disable the WhatsApp branch) and ensure lead phone numbers are stored in the calendar event description in the expected format (e.g., Name: ... | Email: ... | Phone: ... |). ## Requirements - Before running this workflow, create a Google Sheet with these exact column headers: Record ID | Lead Name | Email | Phone | Property Address | Original Viewing Time | Email Sent | WhatsApp Sent | Email Message Text | WhatsApp Message Text | Timestamp ## Customization - Edit the AI prompt in "Draft Re-Engagement Messages" to change tone or language - Add SMS or other channels by duplicating the WhatsApp branch pattern - Adjust the "no-show" tag keyword if your calendar uses different terminology ## Additional info WhatsApp is optional. If you don't have WhatsApp Business Cloud API credentials, disable that branch — the email follow-up will still send normally. This template assumes calendar events are tagged with "no-show" in the title and include lead contact info in the event description (Name: ... | Email: ... | Phone: ... |).

View

Quote freight shipments via WhatsApp with Google Gemini, HighLevel, and Warp

## Quick overview Youtube Video: https://youtu.be/kO4LgKT6oME?si=VpUEz2LKuxMujrUp This workflow receives WhatsApp messages, checks the sender in HighLevel, and uses Google Gemini with Redis chat memory to collect shipment details, then requests an LTL quote from the Warp API, applies a commission, and replies with either a conversational prompt or a final freight quote. ## How it works 1. Receives an incoming WhatsApp message and only continues when the text body is not empty. 2. Looks up the sender’s phone number in HighLevel and stops contacts marked as Do Not Disturb from being processed further. 3. Uses a Google Gemini-powered agent with Redis chat memory to ask for missing contact and freight details in a fixed order, optionally creating the HighLevel contact or marking the lead as DND when the user opts out. 4. Parses the agent’s structured JSON output and checks whether the required shipment data collection is complete. 5. If data is incomplete, sends the agent’s conversational reply back to the user via WhatsApp. 6. If data is complete, posts the shipment details to the Warp LTL quote API, adds a configured commission percentage to the returned price, and sends the finalized quote back to the user via WhatsApp. ## Setup 1. Connect WhatsApp credentials for both the WhatsApp Trigger and WhatsApp “send message” actions, and configure the webhook in Meta/WhatsApp so inbound messages reach this workflow. 2. Add a HighLevel OAuth2 credential and confirm your HighLevel account has permission to search contacts, create contacts, and update the DND field. 3. Add a Google Gemini (PaLM) API credential and a Redis credential for chat memory, and ensure Redis is reachable from your n8n instance. 4. Add an HTTP Header Auth credential for the Warp API and verify the quote endpoint URL, headers, and request body fields match your Warp account requirements. 5. Adjust the commission percentage value (and any quoting assumptions like weight per pallet) to match your pricing policy.

View

Qualify web leads and send replies with Groq, Gmail, Sheets and Slack

## Quick Overview This workflow receives new lead form submissions via webhook, uses Groq (OpenAI-compatible Chat Completions) to score and draft a reply, then sends the email via Gmail, logs the lead to Google Sheets as a lightweight CRM, and posts a lead alert to Slack. ## How it works 1. Receives a POST request from your lead/contact form via a webhook. 2. Extracts and normalizes common form fields (name, email, message, service interest, phone, company) and stops if no email is provided. 3. Sends the lead details to Groq’s Chat Completions API to generate a lead score/tier, intent summary, urgency, a drafted reply email, and a Slack note. 4. Parses the Groq JSON response and flags leads as “hot” when the score is 8 or higher. 5. Sends the drafted reply to the lead using Gmail. 6. Appends the lead details and AI outputs to a Google Sheets “Leads-CRM” sheet and posts a formatted alert to a Slack channel. 7. Returns a JSON confirmation response to the original webhook request. ## Setup 1. Configure your form provider to POST submissions to the workflow’s webhook URL (path: `/new-lead`). 2. Add an HTTP Header Auth credential containing your Groq API key for the Groq Chat Completions request. 3. Connect Gmail OAuth2 credentials and set the desired Reply-To address (default is `[email protected]`). 4. Connect Google Sheets OAuth2 credentials and update the target spreadsheet and sheet to match your CRM columns. 5. Connect Slack credentials and choose the destination channel (default: `#leads`).

View

Need Custom Automation?

Get help designing a custom n8n workflow that connects your stack and fits your process.

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

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Schedule Trigger

Block 2 - Get Last time run

Block 3 - Last Time Run

Block 4 - Get Last Lead (FUB)

Block 5 - False Email or False Phone

Block 6 - Invalid Number and Email

Block 7 - DIvide Each Lead

Block 8 - Send Email

Block 9 - Send SMS/Whatsapp

Block 10 - Wait

Block 11 - Send SMS/Whatsapp1

Block 12 - Full data → Send both Email + SMS/WhatsApp

Block 13 - Missing/Invalid phone → Email only

Block 14 - Missing/Invalid email → SMS/WhatsApp only

Block 15 - Extract Fields

Block 16 - Extract Fields1

Block 17 - Extract Fields2

Block 18 - Send Email1

Block 19 - All Good?

Block 20 - Sticky Note

Block 21 - Sticky Note1

Block 22 - Sticky Note2

Block 23 - Sticky Note3

Block 24 - Sticky Note4

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions