🔥 Lead Generation & Email Automation System

An end-to-end automated lead generation and email follow-up system built with n8n, Google Sheets, Gmail, and OpenAI. When a potential client submits the lead form, the system automatically scores them, saves their data, sends a personalized email, and handles all future replies using AI.

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🚀 Features

• Lead Capture Form — Beautiful, responsive HTML form with real-time budget slider, timeline selection, and validation
• Automatic Lead Scoring — Scores each lead out of 100 based on budget, timeline, company size, and engagement
• Smart Categorization — Automatically classifies leads as 🔥 Hot, ⚡ Warm, or ❄️ Cold
• Personalized Emails — Sends category-specific HTML emails with lead score, services, and pricing
• AI-Powered Reply Handler — Detects incoming replies and generates context-aware responses using OpenAI GPT-4o-mini
• Google Sheets CRM — All lead data, scores, statuses, and thread IDs saved and updated automatically
• Thread-Aware Conversations — Replies are matched by Thread ID or Email to maintain conversation context

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🗂️ Project Structure

fire-ai-lead-system/
│
├── lead-form.html              # Lead capture form (Light theme, Poppins font)
│
├── emails/
│   ├── hot_lead_email.html     # Email template for Hot leads (Score ≥ 75)
│   ├── warm_lead_email.html    # Email template for Warm leads (Score ≥ 50)
│   └── cold_lead_email.html    # Email template for Cold leads (Score < 50)
│
├── workflows/
│   ├── lead-workflow.json      # Phase 1 — Lead capture & email sending
│   └── phase2_workflow.json    # Phase 2 — AI reply automation
│
├── LeadGenerator_Sheets.xlsx   # Google Sheets template
│
└── README.md

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⚙️ How It Works

Phase 1 — Lead Capture & Email

Lead Form Submission
        ↓
Calculate Lead Score (0–100)
        ↓
Save to Google Sheets
        ↓
Hot (≥75) → Send Hot Email
Warm (≥50) → Send Warm Email
Cold (<50) → Send Cold Email

Phase 2 — AI Reply Automation

Gmail Trigger (polls every 1 min)
        ↓
Extract & Validate Email
        ↓
Match by Thread ID  →  Lead Found ✅
        ↓ (if not found)
Match by Email      →  Lead Found ✅
        ↓ (if not found)
Ignore ❌
        ↓
Prepare AI Prompt with Lead Context
        ↓
Generate Reply (OpenAI GPT-4o-mini)
        ↓
Send Reply in Same Thread
        ↓
Update Lead Status in Google Sheets

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📊 Lead Scoring Logic

Factor	Criteria	Points
Budget	≥ $20k	30
	≥ $10k	22
	≥ $5k	15
	≥ $1k	8
Timeline	Immediate	30
	1–3 Months	18
	6+ Months	5
Company Size	500+	25
	201–500	20
	51–200	14
	11–50	8
Engagement	Needs > 150 chars	15
	Needs > 80 chars	10
	Needs > 30 chars	6

Categories:

• 🔥 Hot — Score ≥ 75 (HIGH priority)
• ⚡ Warm — Score ≥ 50 (MEDIUM priority)
• ❄️ Cold — Score < 50 (LOW priority)

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🛠️ Setup Guide

Prerequisites

• n8n account (Cloud or Self-hosted)
• Google account with Gmail and Google Sheets
• OpenAI API key

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Step 1 — Google Sheets

1. Upload LeadGenerator_Sheets.xlsx to Google Drive
2. Open as Google Sheets
3. Copy the Sheet ID from the URL:

   https://docs.google.com/spreadsheets/d/[SHEET_ID]/edit
   

Required columns in the Leads sheet:

SL | Timestamp | First Name | Last Name | Full Name | Email | Phone |
Company | Industry | Company Size | Budget (USD) | Timeline | Needs |
Lead Score | Category | Priority | Score Breakdown |
<<<<<<< Updated upstream
Email Sent | Status | Thread ID | Last Reply | Reply Sent At
=======
Email Sent | Status | Thread ID
>>>>>>> Stashed changes

Note: The SL column uses this formula — paste in cell A2 and drag down:

=IF(E2="","",ROW()-1)

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Step 2 — Import Workflows into n8n

1. Open n8n → Workflows → Import from file
2. Import lead-workflow.json (Phase 1)
3. Import phase2_workflow.json (Phase 2)

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Step 3 — Configure Credentials

In n8n, set up the following credentials:

• Google Sheets OAuth2 — Connect your Google account
• Gmail OAuth2 — Connect your Gmail account
• OpenAI API Key — Add your key from platform.openai.com

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Step 4 — Update Placeholders

Search and replace these values in both workflows:

Placeholder	Replace With
YOUR_GOOGLE_SHEET_ID_HERE	Your actual Sheet ID
YOUR_OPENAI_API_KEY_HERE	Your OpenAI API key
<<<<<<< Updated upstream
mehedi0017.fireai@gmail.com	Your Gmail address
=======
example@gmail.com	Your Gmail address

Stashed changes

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Step 5 — Update Webhook URL in Form

Open lead-form.html and update:

const N8N_WEBHOOK_URL = "https://your-n8n-instance.com/webhook/lead-capture";

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Step 6 — Activate Workflows

In n8n, toggle both workflows from Inactive → Active.

That's it! The system will now run automatically. 🎉

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📧 Email Templates

Template	Trigger	Color Theme
hot_lead_email.html	Score ≥ 75	🔴 Orange/Red
warm_lead_email.html	Score ≥ 50	🟡 Amber/Yellow
cold_lead_email.html	Score < 50	⚫ Slate/Grey

All templates include:

• Lead score display
• 4 core services overview
• 3 pricing packages (Starter / Growth / Enterprise)
• Personalized greeting using lead data

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🤖 AI Reply System

The Phase 2 workflow uses OpenAI GPT-4o-mini to generate replies. The AI is given full lead context including:

• Lead's name, company, industry
• Their original needs/requirements
• Lead category (Hot/Warm/Cold)
• Their latest message snippet

The tone of the AI reply automatically adjusts based on lead category:

• 🔥 Hot — Urgent, action-oriented, push for immediate call
• ⚡ Warm — Friendly, suggest discovery call
• ❄️ Cold — Polite, nurturing, low-commitment next step

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📌 Notes

• Phase 1 and Phase 2 can run as separate workflows or on the same canvas in n8n
• The system uses Thread ID matching first, then falls back to Email matching for reply detection
• Emails are sent via Gmail — make sure your Gmail account has sending permissions enabled

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🔥 Built By

Md Mehedi Hasan Rony

📧 hasan15-5976@diu.edu.bd