HVAC Lead Scoring & Routing n8n: OpenAI, Twilio, Slack, HubSpot

Automatically score HVAC leads and route them to the right channel—SMS, Slack, or email—using n8n + OpenAI

This n8n workflow takes HVAC lead submissions from a webhook, uses OpenAI to generate a structured HOT/WARM/COLD score, and then routes each lead to the correct next step: Twilio SMS + Slack alerts for HOT leads, and Gmail follow-up + HubSpot contact updates for WARM/COLD leads.

What this workflow does

• Receives lead submissions via a POST webhook (expects: name, phone, email, message).
• Scores and categorizes the lead with OpenAI using a chat model to return structured JSON including:
  • A 1–10 lead score
  • A HOT/WARM/COLD category
  • A scoring reason
• Detects hot leads when the score is 8 or higher.
• For HOT leads: sends an acknowledgement SMS via Twilio and posts an alert to Slack (e.g., a #hot-leads channel).
• For WARM/COLD leads: sends a follow-up email via Gmail and creates/updates the contact in HubSpot.

Use cases

• HVAC companies capturing leads from forms/landing pages and needing instant routing for high-intent requests.
• Automation engineers building an HVAC lead scoring engine with OpenAI + n8n.
• SaaS operators who want consistent CRM hygiene by syncing WARM/COLD leads into HubSpot.

Technical details

• n8n Webhook trigger to accept lead JSON payloads.
• OpenAI chat model to output structured scoring JSON (score, HOT/WARM/COLD, reason).
• if logic to determine HOT vs WARM/COLD (threshold: score ≥ 8).
• Twilio for SMS acknowledgement to hot leads.
• Slack for real-time hot lead alerts to a chosen channel.
• Gmail for warm/cold follow-up emails.
• HubSpot to create/update contacts using a HubSpot private app token.

Requirements: OpenAI API key (gpt-5-mini or higher), Twilio account (with messaging/compliance in place), Slack credentials, Gmail OAuth2 credentials, and HubSpot private app token.