Capture and schedule HVAC leads with OpenAI, Google Sheets, Slack and SMS

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Important notice

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

1. Workflow Overview

Who this workflow is for Door to door HVAC companies seeking automated lead capture and appointment scheduling. What this workflow does AI classifies incoming leads, routes them by service type, lo...

Best for

Lead Generation automation workflows
AI Summarization automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.formtrigger, n8n-nodes-base.set, n8n-nodes-base.googlesheets, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.outputparserstructured, n8n-nodes-base.switch, n8n-nodes-base.slack

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Capture and schedule HVAC leads with OpenAI, Google Sheets, Slack and SMS
Workflow name: Capture and schedule HVAC leads with OpenAI, Google Sheets, Slack and SMS

Who this workflow is for

Door-to-door HVAC companies seeking automated lead capture and appointment scheduling.

What this workflow does

AI classifies incoming leads, routes them by service type, logs lead info in Google Sheets, notifies team via Slack, sends confirmations, schedules appointments, and optionally sends SMS reminders.

How the workflow works

Lead submission triggers workflow
AI classifies lead
Route lead based on service type
Log in Google Sheets
Notify team via Slack
Send confirmation email
Schedule appointment in calendar
Send SMS reminder (optional)
Optional CRM/dispatch integration

Author: Hyrum Hurst, AI Automation Engineer
Company: QuarterSmart
Contact: [email protected]

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 - Lead Submission Form

Type / Role: n8n-nodes-base.formTrigger - formTrigger
Config choices: Version 2.3

Block 2 - Workflow Configuration

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

Block 3 - Normalize Lead Data

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

Block 4 - Store Lead in Google Sheets

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 5 - Classify Lead Urgency and Service Type

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 3

Block 6 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.3

Block 7 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.3

Block 8 - Route by Service Type

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

Block 9 - Notify Installation Team

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 10 - Notify Repair Team

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 11 - Notify Maintenance Team

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.4

Block 12 - Send Confirmation Email to Lead

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

Block 13 - Schedule Appointment

Type / Role: n8n-nodes-base.googleCalendar - googleCalendar
Config choices: Version 1.3

Block 14 - Send SMS Reminder

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

Block 15 - Send to CRM/Dispatch System

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 16 - Sticky Note

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

Block 17 - Sticky Note1

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

Block 18 - Sticky Note2

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

Block 19 - Sticky Note3

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

Block 20 - Sticky Note4

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

3. Summary Table

Workflow	Capture and schedule HVAC leads with OpenAI, Google Sheets, Slack and SMS
Complexity	advanced
Nodes	20
Categories	Lead Generation, AI Summarization
Author	Hyrum Hurst
Published	15 Jan 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/12742/12742.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 Generation workflows AI Summarization workflows

Frequently asked questions

What does Capture and schedule HVAC leads with OpenAI, Google Sheets, Slack and SMS 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 Generation, AI Summarization use case.

Hyrum Hurst

25 workflows

Nodes

n8n-nodes-base.formtrigger n8n-nodes-base.set n8n-nodes-base.googlesheets @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.outputparserstructured n8n-nodes-base.switch n8n-nodes-base.slack

Complexity

advanced

Published 15 Jan 2026

Likes 0

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Install path: /data/workflows/12742/12742.json

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Capture and schedule HVAC leads with OpenAI, Google Sheets, Slack and SMS

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Who this workflow is for

What this workflow does

How the workflow works

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Lead Submission Form

Block 2 - Workflow Configuration

Block 3 - Normalize Lead Data

Block 4 - Store Lead in Google Sheets

Block 5 - Classify Lead Urgency and Service Type

Block 6 - OpenAI Chat Model

Block 7 - Structured Output Parser

Block 8 - Route by Service Type

Block 9 - Notify Installation Team

Block 10 - Notify Repair Team

Block 11 - Notify Maintenance Team

Block 12 - Send Confirmation Email to Lead

Block 13 - Schedule Appointment

Block 14 - Send SMS Reminder

Block 15 - Send to CRM/Dispatch System

Block 16 - Sticky Note

Block 17 - Sticky Note1

Block 18 - Sticky Note2

Block 19 - Sticky Note3

Block 20 - 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