HVAC Lead Scoring & Gmail Replies with Claude + Google Sheets

Instant HVAC lead replies with Claude + Gmail—logged and followed up automatically

This n8n workflow captures HVAC leads from a Tally form webhook, uses Anthropic Claude to score and draft a personalized response, sends it via Gmail, and logs everything in Google Sheets with scheduled follow-ups that stop when the lead is marked “Booked.”

What this workflow does

• Receives HVAC submissions: Listens for new data from a Tally form webhook.
• Normalizes lead data: Builds a consistent lead record (name, email, phone, service type, urgency, message, response ID) and cleans email/phone formatting.
• Scores and drafts with Claude: Sends the lead details to Anthropic Claude to classify the lead (hot/warm/cold) and generate a short personalized reply. Then parses the JSON output.
• Sends lead emails via Gmail: Delivers the drafted reply to the customer. It uses a separate route for hot leads versus standard leads.
• Notifies your sales team: Emails a formatted lead brief (including the AI score, signals, and the sent email copy) to your team using Gmail.
• Deduplicates and logs in Google Sheets: Searches Google Sheets by email or phone; updates an existing row or appends a new one.
• Automated follow-ups: Waits 2 days, checks the lead status by response ID, and sends a Day 2 follow-up if the status is not “Booked.” Optionally repeats on Day 5.
• Stops when booked: A separate booking webhook updates the Google Sheets row to “Booked”, preventing further follow-ups.

Use cases

• HVAC contractors who want fast, consistent lead response after Tally form submissions.
• Teams needing AI lead scoring (hot/warm/cold) to prioritize follow-ups.
• Operators who want CRM-like tracking in Google Sheets with deduping and status-driven automation.

Technical details

• Integrations: Tally webhook, Anthropic Claude, Gmail, Google Sheets
• Workflow nodes: if, code, wait, gmail, merge, webhook (plus Google Sheets lookups/updates)
• Scheduling logic: wait 2 days, then optional wait 3 more days; conditional sends based on Google Sheets status (“Booked”).