Qualify & Score Omnichannel Leads with OpenAI, Gmail & Sheets

Qualify and score every omnichannel lead automatically—using OpenAI, Gmail, and Google Sheets

This n8n workflow captures inbound leads from Gmail or a webhook, uses OpenAI to extract qualification signals, then scores and classifies each lead (HOT/WARM/LOW). It logs results to Google Sheets and creates a personalized Gmail draft for HOT leads for quick human review.

What this workflow does

• Triggers on new lead input: runs when a new unread Gmail email arrives or when a POST request hits the configured webhook endpoint.
• Normalizes and validates data: converts the incoming email/webhook payload into a consistent lead format and checks required fields (including sender email and message).
• Prevents duplicates: loads existing leads from Google Sheets and stops processing if the incoming lead matches an existing Source Record ID.
• Extracts structured signals with OpenAI: identifies qualification details such as intent, urgency, company, and missing information.
• Scores and classifies leads: calculates a weighted lead score, then assigns a HOT/WARM/LOW classification using configured thresholds.
• Logs to Google Sheets: appends the finalized lead record to your tracking spreadsheet.
• Drafts responses for HOT leads: for HOT leads, uses OpenAI to draft a tailored reply, adds your configured signature, and creates a Gmail draft (threaded for Gmail-sourced leads).

Use cases

• SaaS teams triaging inbound enquiries from email while also accepting lead submissions via webhook.
• Operators who want lead qualification scoring with human-in-the-loop email sending for high-priority (HOT) leads.
• Businesses maintaining a single source of truth for lead history in Google Sheets with duplicate detection.

Technical details

• Gmail trigger for new unread emails and Gmail draft creation for HOT leads
• Webhook trigger for omnichannel inbound POST requests
• OpenAI for structured extraction, lead scoring signals, and tailored reply drafting
• Google Sheets integration to load existing leads and append new lead records
• Core workflow logic via if, set, code, switch