Streamline Lead Routing with OpenAI, Trello, and Gmail

Transform your lead capture into a high-converting, AI-powered sales machine that automatically qualifies prospects and routes them to your team within seconds. This n8n workflow eliminates manual lead processing bottlenecks by combining OpenAI's intelligence with seamless Trello and Gmail integration.

What this workflow does

The moment a prospect submits your form, this automation springs into action with lightning speed. An OpenAI-powered AI Agent with chat memory instantly analyzes the lead data using structured output parsing to determine qualification status. A smart switch node then makes routing decisions based on predefined rules, automatically editing lead fields and triggering appropriate follow-up actions. Qualified leads flow directly into Trello as organized tasks while Gmail sends instant notifications to your sales team, ensuring no opportunity slips through the cracks.

Use cases

• SaaS lead qualification: Automatically score demo requests and route high-value prospects to senior sales reps
• Service business intake: Qualify consultation requests and create prioritized tasks in Trello based on project scope
• E-commerce inquiries: Filter bulk orders from general questions, sending urgent notifications for high-value opportunities
• Agency client screening: Assess potential clients and distribute leads to appropriate team members based on expertise

Technical details

This workflow leverages essential n8n nodes including Form Trigger for lead capture, OpenAI integration for intelligent processing, Switch nodes for conditional routing, and Set nodes for data manipulation. Gmail and Trello integrations handle notifications and task management, while Sticky Note nodes provide workflow documentation. The system requires API credentials for OpenAI, Gmail OAuth2, and Trello, plus your preferred form tool integration like Google Forms.

Ready to deploy? Simply import the workflow, connect your credentials, test with a form submission, and activate for production use. Your speed-to-lead system will be operational in minutes, dramatically improving conversion rates through instant, intelligent lead routing.