Real Estate Lead Triage Workflow: OpenAI, Sheets, Gmail

Turn real estate seller leads into prioritized calls—automatically

This Real Estate Lead Triage Workflow captures seller leads from an n8n form or webhook, checks for duplicates in Google Sheets, generates a structured OpenAI pre-call brief, and routes hot/warm/cold leads via Gmail (with optional Slack)—so you spend less time sorting and more time calling.

What this workflow does

• Receives leads from an n8n form submission or a POST webhook.
• Normalizes and validates inputs (required contact and value data). If a lead is invalid, it emails a rejection notice and webhook callers receive an HTTP 422.
• Deduplicates and scores priority by reading the Leads tab in Google Sheets, matching on phone/email, and applying rule-based underwriting “stoplights” (cash, subject-to, seller finance) plus a max cash offer estimate.
• Creates a structured pre-call brief using an OpenAI chat model (summary, motivation score, questions, risks, next step). If the AI step fails, it falls back to a rules-only brief.
• Writes results to Google Sheets by updating the existing lead row or appending a new one.
• Routes follow-up:
  • Hot leads get immediate Gmail alerts (optional Slack notification).
  • Warm leads are added to Daily Call List.
  • Cold leads go to Nurture.
  • Webhook callers receive a JSON triage response.
• Runs daily at 8am to email a Gmail digest of warm leads added in the last 24 hours.

Use cases

• Automate follow-up when a seller submits a form on your real estate site.
• Prevent duplicate outreach by deduplicating against prior leads in Google Sheets.
• Generate consistent call preparation notes for every high-intent seller using OpenAI.
• Send hot-lead alerts immediately and warm-lead lists on a daily schedule.

Technical details

• n8n workflow logic: if, code, switch
• Integrations: Webhook, Google Sheets, Gmail, optional Slack
• AI step: OpenAI chat model for structured pre-call briefing (rules-only fallback)