🏠 AI Real Estate Lead Qualifier — Typeform to Airtable with Smart Email Routing

Automatically qualify property leads, score them with AI, save to Airtable, and send personalised emails — all in seconds.

📖 Description

Every time a prospect submits your Typeform property inquiry, this workflow kicks in automatically. It extracts their details, runs them through an AI lead scoring engine, saves the record to Airtable, and sends a personalised email — a priority response for hot leads, a nurture email for everyone else.

No manual review. No missed leads. No delayed follow-ups.

This is built for real estate agencies, leasing companies, and property managers who receive inquiries through Typeform and want instant, intelligent responses without hiring extra staff.

✨ Key Features

• Instant lead capture — triggers the moment Typeform receives a submission
• AI lead scoring — Google Gemini classifies every lead as High, Medium, or Low automatically
• Smart email routing — High leads get a priority response, others get a nurture sequence
• Airtable CRM sync — every lead saved with full details + AI assessment
• Robust AI parsing — 4-layer fallback system ensures AI output is always usable
• Personalised emails — name, property type, location, budget pulled into every email automatically
• No-code maintenance — update scoring rules in the prompt, email copy in the nodes

🔄 How It Works

Prospect submits Typeform inquiry
          ↓
Webhook receives the form payload
          ↓
Extract Typeform Fields
  → name, email, phone, property type
  → purpose, location, budget, requirements
          ↓
AI Lead Qualifier (Google Gemini)
  → lead_score: High / Medium / Low
  → intent, timeline, notes
          ↓
Parse AI Output (4-layer fallback)
          ↓
Save to Airtable CRM
          ↓
High Lead? (IF check)
  ✅ YES → Priority Email (contact within 2 hours)
  ❌ NO  → Nurture Email (contact within 1-2 days)

🤖 AI Lead Scoring Rules

The AI automatically classifies leads based on these criteria:

The AI also extracts:

• Intent — what the lead is trying to achieve
• Timeline — how urgently they need a property
• Notes — assessment summary for your sales team

📧 Email Templates

High Lead Email

• Subject: 🏠 [Name], we have properties matching your needs!
• Dark blue header — premium feel
• Full inquiry summary (property, purpose, location, budget, timeline)
• AI assessment notes included
• Promise: senior agent contacts within 2 hours

Nurture Email (Medium / Low)

• Subject: Thanks for reaching out, [Name]!
• Grey header — warm and professional
• Inquiry summary (property, location, budget)
• Preparation tips while they wait
• Promise: contact within 1-2 business days

🛠 Setup Requirements

1. Typeform Setup

Create a Typeform with these fields and note their field ref IDs from the Typeform API:

Connect Typeform webhook:

• Typeform Dashboard → Connect → Webhooks
• URL: your n8n webhook URL (Production URL from the Webhook node)
• Method: POST

2. Update Field Refs

In the Extract Typeform Fields Code node, update the REF_* constants to match your actual Typeform field reference IDs:

const REF_NAME     = 'your-field-ref-here';
const REF_EMAIL    = 'your-field-ref-here';
const REF_PHONE    = 'your-field-ref-here';
// ... etc

Find your field refs from the Typeform API or by logging a test webhook payload.

3. Airtable Setup

Create an Airtable base with a table containing these fields:

Update the Save to Airtable node with your Base ID and Table ID.

4. Credentials Required

5. Email Configuration

In both email nodes, update:

• fromEmail — your sending address
• SMTP credential — your email provider details

Recommended SMTP providers for testing: Mailtrap (sandbox), Gmail, SendGrid

⚙️ Workflow Nodes

🔧 Customisation

Change scoring criteria:
Edit the prompt in the AI Lead Qualifier node. Add your own rules — e.g. score higher if budget exceeds a threshold, or if the purpose is investment.

Add more email tiers:
Add a third IF branch for Low leads with a different nurture sequence, or add a Slack/WhatsApp alert for High leads.

Use a different form:
The Extract Typeform Fields node uses Typeform's field.ref system. Replace it with a Google Forms or Jotform parser by adjusting how you read the incoming webhook body.

Change the AI model:
Replace the Google Gemini node with Claude, OpenAI, or any other LLM Chat Model node — no other changes needed.

Add lead deduplication:
Before saving to Airtable, add a search step to check if the email already exists and skip or update instead of creating a duplicate.

🛡 Robustness Features

The Parse AI Output node uses a 4-layer fallback to ensure the workflow never breaks due to AI formatting issues:

1. Direct JSON parse — if Gemini returns clean JSON
2. Strip markdown fences — if Gemini wraps in ```json blocks
3. Regex JSON extraction — if there's extra text around the JSON
4. Field-by-field regex — if JSON is malformed, extracts each field individually
5. Default fallback — if all else fails, sets lead_score: Medium

This means the workflow continues and saves the record even if the AI returns unexpected output.

📊 Sample Airtable Record

Full Name:         Sarah Johnson
Email Address:     [email protected]
Mobile Phone:      +91 9876543210
Property Type:     2BHK Apartment
Purpose:           Investment
Preferred Location: Bandra, Mumbai
Budget Range:      ₹80L - ₹1.2Cr
Requirements:      Parking, gym, sea view
Submit Date:       2026-03-18T10:30:00Z
Lead Score:        High
Intent:            Serious buyer looking for investment property with strong rental yield
Timeline:          Within 3 months
Notes:             High-intent lead with clear budget and location. Has specific amenity requirements. Recommend immediate callback.

📦 Requirements Summary

• n8n (cloud or self-hosted)
• Typeform account (any paid plan for webhooks)
• Airtable account (free tier works)
• Google AI Studio account for Gemini API key (free tier available)
• SMTP email account

💡 Enhancement Ideas

• WhatsApp alert — send instant WhatsApp to sales team for every High lead via Twilio
• Calendar booking link — include a Calendly link in the High lead email
• Lead follow-up reminder — add a Wait node + reminder email if no reply in 48 hours
• Slack notification — ping your team channel instantly for High leads
• Lead scoring dashboard — connect Airtable to a dashboard tool for weekly reports

Built with n8n · Google Gemini AI · Typeform · Airtable · SMTP