n8n Real Estate Lead Routing: Gmail + Google Sheets

Automatically route real estate inquiries—dedupe, score, notify, and escalate in n8n

This n8n workflow captures property lead submissions from an n8n Form Trigger, checks Google Sheets for duplicates, scores and assigns the right agent, and uses Gmail to send confirmation, agent notifications, timed follow-ups, and escalation alerts when a lead remains uncontacted.

What this workflow does

• Receives new inquiry submissions from an n8n Form Trigger for a property inquiry.
• Standardizes fields and checks Google Sheets for an existing lead by matching the phone number.
• Prevents duplicate leads: if a matching phone number is found, it sends a repeat-inquiry notification via Gmail and stops.
• Scores and prioritizes new leads using the budget range and project timeline, then determines agent assignment (agent email included) based on priority and service type.
• Persists the lead record by appending the full lead (including assignment and score) to a Google Sheets Leads worksheet.
• Notifies stakeholders:
  • Sends a customer confirmation email via Gmail.
  • Emails the assigned agent via Gmail.
• Timed follow-up loop:
  • Waits 1 hour, re-reads the lead in Google Sheets by Lead ID, and if status is “New Lead”, emails a follow-up reminder to the agent.
  • Waits another 1 hour, checks status again, and if still “New Lead”, updates the record to “Escalated” and emails an escalation alert to the sales manager via Gmail.

Use cases

• Real estate teams routing inbound leads from property inquiry forms to the correct agent based on priority.
• Preventing duplicate outreach by deduping via phone number in Google Sheets.
• Ensuring leads are actively worked through automated 1-hour and 2-hour reminders and escalation.

Technical details

• n8n Form Trigger for lead intake
• Google Sheets lookup and append to the Leads worksheet; status updates by Lead ID
• Gmail OAuth2 for sending customer confirmations, agent notifications, follow-ups, and manager escalation
• Workflow logic using nodes such as if, set, wait, gmail, merge, and sticky note

Build faster real estate lead routing with this n8n workflow—designed for practical deduplication, scoring, assignment, and accountable follow-up using Google Sheets and Gmail.