n8n Workflow: Qualify Agency Leads & Auto Draft Gmail Replies

Auto-qualify agency leads, draft Gmail replies, and update HubSpot—end to end

This n8n workflow receives agency enquiries via an authenticated webhook, uses OpenAI to extract a structured brief and generate a qualified reply, checks HubSpot to prevent duplicates, creates/updates CRM records, saves a personalised Gmail draft, and alerts your team in Slack.

What this workflow does

• Receives lead enquiries via an authenticated webhook (e.g., requestId, name, email, company, website, message).
• Normalises and validates the incoming payload.
• Deduplicates against HubSpot by searching HubSpot Deals using a deterministic deal name. If found, it returns the existing HubSpot deal ID and skips creating a new deal/draft.
• Optionally enriches research when the website domain is allowlisted: fetches the approved company homepage and extracts bounded plain text as evidence.
• Uses OpenAI for extraction + drafting to generate a structured lead brief and a draft reply.
• Scores and assigns ownership using deterministic rules (budget, service fit, urgency, and verified website evidence). If AI extraction fails, it falls back to a manual-review payload.
• Upserts HubSpot records: creates/updates a Contact and creates an associated Deal with qualification details.
• Saves a personalised Gmail draft and posts a review notification to Slack, then returns the deal ID and score to the webhook response.

Use cases

• Turn incoming agency enquiries into qualified HubSpot deals automatically.
• Reduce response time by generating draft Gmail replies with evidence-backed research.
• Prevent duplicate outreach and CRM clutter with deterministic deduplication.

Technical details

• n8n nodes/tools: if, set, code, Gmail, Slack, HubSpot.
• Integrations: authenticated Webhook Header Auth, OpenAI, HubSpot (App Token with contacts/deals permissions), Slack notifications, Gmail draft creation.

Best for: n8n users, automation engineers, and SaaS operators who need a reliable lead qualification workflow for agency enquiries.