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Qualify and route client leads with OpenAI, Supabase, and Gmail

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Created by: Muhammad Bilal || automatebybilal
Muhammad Bilal

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Last update 3 days ago

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Quick overview

This workflow captures client requests via an n8n Form, validates and stores leads in Supabase, uses OpenAI to generate a structured requirements analysis, then calculates a rule-based qualification score and sends the appropriate client and internal emails through Gmail for HOT, WARM, or LOW-FIT leads.

How it works

  1. Receives a new submission from an n8n Form with project, budget, timeline, and contact details.
  2. Normalizes the form fields and checks that required information (including a valid email and minimum brief length) is present.
  3. If required details are missing, compiles a list of issues and sends a clarification request to the client via Gmail.
  4. If the submission is valid, creates a new lead record in Supabase.
  5. Sends the lead details to OpenAI to produce a structured summary, risk flags, missing information, and a recommended next step.
  6. Computes a deterministic qualification score from the lead data and AI outputs, then routes the lead as HOT, WARM, or LOW-FIT.
  7. Updates the lead in Supabase and sends the matching client email plus an internal team notification via Gmail, then marks the lead status as contacted/sent.

Setup

  1. Add a Supabase credential and ensure a leads table exists with fields used by the workflow (for example: full_name, email, company_name, industry, required_service, project_brief, budget_range, expected_timeline, phone_number, lead_status, and the AI/score fields).
  2. Add an OpenAI API credential for the OpenAI node and select/confirm a structured-output capable model.
  3. Add a Gmail OAuth2 credential for the Gmail send steps.
  4. Replace [email protected] with your real internal notification address in the team email steps.
  5. Customize the n8n Form title/description/fields and update the email templates (agency name and wording) to match your process before activating the workflow.

Requirements

  • OpenAI API credential, Supabase project/table, Gmail credential, and an n8n Form Trigger setup.

Customization

  • Update lead scoring rules, email wording, Supabase field names, and internal notification address to match your agency process.