Lead Automation & Workflow (n8n Integration)

Overview

I built an automated lead ingestion and follow-up cadence system using n8n for a client in the pool retail business. Their team relied heavily on manual lead tracking and inconsistent follow-ups, which resulted in missed opportunities and poor visibility.

The solution centralizes all lead sources, automatically cleans and enriches data, and triggers a structured multi-step follow-up cadence—ensuring every lead is contacted, nurtured, and passed to the sales team with clear tracking.

Key Features

• Centralized lead ingestion

  • Collects leads from multiple channels:
    • Website forms
    • Facebook/Instagram ads
    • WhatsApp inquiries
    • Manual CSV uploads
  • Normalizes fields and removes duplicates.

• Automated lead enrichment

  • Assigns tags (pool size, location, budget range).
  • Geo-mapping based on address or phone number prefix.
  • Priority scoring based on intent signals.

• Structured cadence workflow

  • Automatic welcome message (email/WhatsApp).
  • Day 1–3 follow-up reminders for sales team.
  • Automated quote request prompts.
  • Re-engagement sequence for silent leads.

• Sales team notifications

  • Push notifications to Telegram or Slack.
  • Instant alerts when high-priority leads enter the system.
  • Weekly summary reports.

• CRM syncing

  • Sends enriched leads to the client’s CRM or Google Sheets.
  • Tracks status updates and syncs them back to n8n for analytics.

• Error handling & retries

  • Alerts for webhook failures.
  • Automatic retry logic for API calls.
  • Logging and audit trails.

Why I Built It

The client struggled with:

• messy lead flows from multiple channels
• slow and inconsistent follow-ups
• lack of accountability for sales reps

By automating ingestion and cadence, the team gained:

• faster response times
• consistent nurturing
• better conversion visibility
• less manual work

Technical Overview

• Orchestrated completely in n8n using:
  • Webhooks
  • HTTP requests
  • Set/Transform nodes
  • Merge & IF logic
  • Google Sheets integration
  • Email/WhatsApp automation
  • Telegram/Slack bot notifications
• Modular workflow that can be extended without code.
• Deployed on a secure self-hosted environment with regular backups.

Future Roadmap

• Lead scoring based on user behavior
• Integration with a full CRM (HubSpot / Zoho)
• Advanced segmentation rules
• Automated quotation generator