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Qualify and reply to form leads using OpenRouter, Gmail, and Google Sheets

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Created by: Rafael || v0id
Rafael

Last update

Last update 20 hours ago

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Quick overview

This workflow captures new submissions from an n8n Form, uses OpenRouter to score and draft a personalized reply, logs the lead in Google Sheets, and sends emails via Gmail only for qualified leads, then reminds the owner to follow up after 48 hours.

How it works

  1. Receives a new lead submission via an n8n Form with contact details, request, and urgency.
  2. Sends the lead details and your business context to OpenRouter to return a JSON score, summary, and ready-to-send email reply.
  3. Checks whether the lead meets the minimum qualification score.
  4. If qualified, sends the drafted reply to the lead via Gmail and appends a “replied” row to the Leads tab in Google Sheets.
  5. If not qualified, appends a “not_qualified” row to the same Google Sheets tab without emailing the lead.
  6. For qualified leads, waits 48 hours and then emails the owner a Gmail reminder to follow up.

Setup

  1. Add an OpenRouter HTTP Header Auth credential (Authorization: Bearer YOUR_KEY) and ensure the OpenRouter endpoint is reachable.
  2. Connect Gmail OAuth2 credentials for sending replies to leads and reminder emails to the owner.
  3. Connect Google Sheets OAuth2 credentials, select the target spreadsheet, and ensure it has a tab named “Leads” with headers Timestamp, Name, Email, Request, Score, Summary, Status.
  4. Update the business description, tone, owner email address, and minimum score threshold in the configuration step before activating the workflow.

Requirements

  • n8n (self-hosted or Cloud)
  • OpenRouter API key (the default free model costs $0)
  • Gmail account (OAuth2)
  • Google Sheet with a Leads tab and headers: Timestamp, Name, Email, Request, Score, Summary, Status

Customization

  • Swap the model in AI Qualify + Draft Reply for any OpenRouter model
  • Raise or lower min_score in Prepare Lead + Config to be stricter or looser
  • Add form fields (budget, suburb) in Lead Form and mention them in the AI prompt
  • Replace Gmail with Outlook or SMTP
  • Change Wait 48 Hours to a different follow-up time

Additional info

Tested end to end with five sample leads: two real jobs got replies, and a vague question, a one-word “hi” and an SEO sales pitch were filtered out. The lead is only ever emailed once; the follow-up reminder goes to you, never to them.