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Draft portal enquiry replies with OpenAI, Gmail and Google Sheets

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Created by: Burnt & Toast Kits || burntandtoastkits
Burnt & Toast Kits

Last update

Last update 2 days ago

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Quick overview

UK estate and letting agents (and any business) that receive enquiries from Rightmove, Zoopla, OnTheMarket or website forms by email and want a fast, accurate first reply without anything going out unchecked.

How it works

  1. Watches a Gmail label (portal-leads) for new enquiry emails.
  2. Sends the enquiry to OpenAI with a strict prompt: pull out name, contact details, property, position, finance and timeline, and write a short personal first reply with up to three qualifying questions.
  3. A Code step checks the AI output: the reply address must appear in the original email and not be your own or a portal's domain, the AI may not add links or contact details, and the prompt treats the enquiry text as data, never instructions.
  4. Logs the lead to Google Sheets with a delete-after date for data retention.
  5. Saves the reply as a Gmail draft, with your booking link, signature and privacy notice, for a person to check and send. Nothing is sent automatically.

Setup

  1. Gmail filter that labels portal enquiries portal-leads
  2. Credentials: Gmail, OpenAI, Google Sheets (add your own in n8n; none are included in this template)
  3. Fill in the Settings node (agency name, booking link, signature, privacy URL)
  4. Google Sheet with a tab named Leads and the column headings listed in the Start here note

Customization

  • Edit the SYSTEM_PROMPT in "AI instructions" to change tone or questions. Change the model in AI_MODEL.

Additional info

Made by Burnt & Toast Kits. The paid Instant Lead Responder adds checked auto-send, hot-lead alerts, Claude and Outlook versions, a lettings variant and a setup guide: https://kits.burntandtoast.com/estate-agents/kits/instant-lead-responder