Inbound Lead & Followup Automation

I built this automation for my own workflow after noticing how much time was being spent on manual lead management instead of client work. Every new inquiry required me to check the form, add the lead to my CRM, send a confirmation email, and make sure nothing was missed.

New inquiries from the website were coming in, but the follow-up process was manual and repetitive. Every day, I had to:

• Check for new submissions
• Copy lead details into the CRM
• Send a confirmation email
• Review the inquiry and prepare the next step

This worked, but it slowed down response time and added unnecessary manual work.

I built an automation workflow that handles the process as soon as a lead submits the contact form.

1. 1Receives the form submission
2. 2Checks whether the contact already exists
3. 3Creates or updates the CRM record
4. 4Sends an automatic follow-up email
5. 5Sends a notification with the lead details

• n8n
• Google Sheets
• Gmail
• Telegram
• Webhook integration

The workflow starts when a new form submission is received through a webhook. The lead is validated, checked against existing records, and then added or updated in the CRM. An automatic follow-up email is sent, and I receive a notification so I can review the inquiry and take the next step. A unique lead ID is also generated so every inquiry can be tracked easily.

This automation removed the need for manual lead entry and follow-up emails. As a result:

That time can now be used for reviewing requirements, preparing proposals, and talking to clients.

This project showed how small repetitive tasks can take up a surprising amount of time. By automating the lead intake and follow-up process, I created a more reliable workflow and freed up time for higher-value work.