Score and auto-reply to new leads with OpenAI and Gmail

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1. Workflow Overview

++Who is this for++ Small business owners, freelancers, and agencies who receive inbound leads through a web form and want instant, personalized follow up — without manually reading every submissio...

Best for

Lead Nurturing automation workflows
AI Summarization automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.formtrigger, n8n-nodes-base.set, @n8n/n8n-nodes-langchain.openai, n8n-nodes-base.code, n8n-nodes-base.switch, n8n-nodes-base.gmail, n8n-nodes-base.googlesheets, n8n-nodes-base.stickynote

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Score and auto-reply to new leads with OpenAI and Gmail
Workflow name: Score and auto-reply to new leads with OpenAI and Gmail

++Who is this for++ Small business owners, freelancers, and agencies who receive inbound leads through a web form and want instant, personalized follow-up — without manually reading every submission.

++What it does++ When someone fills out your lead intake form, this workflow instantly:

Scores the lead 1-100 using OpenAI based on budget, project fit, and clarity Classifies them as Hot, Warm, or Cold Sends a personalized email reply that references what they actually wrote Logs everything to Google Sheets with the score and AI reasoning Hot leads get an enthusiastic reply with a calendar booking link. Warm leads get a helpful response with suggested next steps. Cold leads get a polite acknowledgment. Every lead gets a response within seconds.

++How to set up++ Fill in the "Configure Your Settings" node with your business name, email, calendar link, and description Connect your Gmail and Google Sheets credentials Add your OpenAI API key Create a Google Sheet with the column headers listed in the workflow's sticky notes Paste your Sheet URL into the "Log Lead with Score" node Activate the workflow and share the form URL Requirements n8n account (cloud or self-hosted) OpenAI API key Gmail account (OAuth2) Google Sheets (one blank sheet) How to customize Edit the OpenAI system prompt to adjust scoring criteria for your industry Modify the tier thresholds (currently Hot 70+, Warm 40-69, Cold 0-39) Customize the email tone by editing each Gmail node Add or remove form fields to match your intake need

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 Intake Form

Type / Role: n8n-nodes-base.formTrigger - formTrigger
Config choices: Version 2.5

Block 2 - Configure Your Settings

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

Block 3 - Score Lead & Draft Reply

Type / Role: @n8n/n8n-nodes-langchain.openAi - openAi
Config choices: Version 2.1

Block 4 - Parse AI Response

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

Block 5 - Route by Lead Quality

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

Block 6 - Reply to Hot Lead

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

Block 7 - Reply to Warm Lead

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

Block 8 - Reply to Cold Lead

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

Block 9 - Log Lead with Score

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

Block 10 - Sticky Note

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

Block 11 - Sticky Note1

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

Block 12 - Sticky Note2

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

Block 13 - Sticky Note3

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

Block 14 - Sticky Note4

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

3. Summary Table

Workflow	Score and auto-reply to new leads with OpenAI and Gmail
Complexity	intermediate
Nodes	14
Categories	Lead Nurturing, AI Summarization
Author	Alejandro Alfonso
Published	08 Mar 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/13946/13946.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 Summarization workflows

Frequently asked questions

What does Score and auto-reply to new leads with OpenAI and Gmail 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 Summarization use case.

Alejandro Alfonso

5 workflows

Nodes

n8n-nodes-base.formtrigger n8n-nodes-base.set @n8n/n8n-nodes-langchain.openai n8n-nodes-base.code n8n-nodes-base.switch n8n-nodes-base.gmail n8n-nodes-base.googlesheets n8n-nodes-base.stickynote

Complexity

intermediate

Published 08 Mar 2026

Likes 0

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Install path: /data/workflows/13946/13946.json

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Score and auto-reply to new leads with OpenAI and Gmail

Workflow preview

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 - Lead Intake Form

Block 2 - Configure Your Settings

Block 3 - Score Lead & Draft Reply

Block 4 - Parse AI Response

Block 5 - Route by Lead Quality

Block 6 - Reply to Hot Lead

Block 7 - Reply to Warm Lead

Block 8 - Reply to Cold Lead

Block 9 - Log Lead with Score

Block 10 - Sticky Note

Block 11 - Sticky Note1

Block 12 - Sticky Note2

Block 13 - Sticky Note3

Block 14 - 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