n8n Lead Routing Workflow: Webhook to Email & Google Sheets

Route every incoming lead automatically—webhook to emails to Google Sheets

This n8n workflow instantly accepts lead submissions via a POST webhook, validates and scores the lead, sends an acknowledgment to the lead and a notification to the correct owner, then records everything in Google Sheets. You get faster response times, consistent routing, and full visibility in one automated pipeline.

What this workflow does

• Receives inbound leads as JSON or form-encoded data using an n8n Webhook. It returns HTTP 200 immediately.
• Normalizes and validates lead fields using fixed business settings (sender, reply-to, and Hot/Warm/Cold owner emails). It validates that a single valid email address is present.
• Scores and categorizes leads deterministically based on rules including intent, timeline, company presence, and message length. The score determines the Hot/Warm/Cold category and selects the corresponding owner email.
• Sends a plain-text acknowledgment email to the lead using the configured from and reply-to addresses.
• Sends a plain-text owner notification email to the routed owner with lead details and the scoring reasons, setting reply-to to the lead’s email.
• Appends the lead to Google Sheets (the workflow writes score, category, reasons, and timestamps into a Leads sheet).
• Fails on errors: if the email or Google Sheets actions report errors, the execution is marked as failed.

Use cases

• Capture leads from a website form and route them to the right sales owner by Hot/Warm/Cold score.
• Centralize lead tracking so every webhook submission is recorded with timestamps and scoring reasons in Google Sheets.
• Ensure sales teams receive immediate notifications with reply-to set to the prospect’s email.

Technical details

• Webhook for lead intake (JSON or form-encoded) with immediate HTTP 200 response.
• Email Send steps using SMTP credentials (same credential selected for both email actions).
• Google Sheets integration via OAuth to append records to a Leads tab.
• Workflow logic uses nodes including set, code, webhook, email send, and supporting elements like a sticky note.