Lead follow-up & inside sales

Route every new lead to the least busy agent with the right specialty and alert the broker when the agent has not acknowledged the lead in 15 minutes

Hassan's n8n template for brokerages takes a lead from a website form or CRM webhook, has Google Gemini score the lead Hot, Warm or Cold from intent, timeline, budget and message, and parks Cold leads in a review queue in Google Sheets without notifying any agent. Hot and Warm leads route immediately: the workflow matches the lead's intent to an agent specialty (buyer, seller, rental, investment or general) and, within that pool, picks the agent with the fewest active leads. Three notifications go out at once: a Gmail message to the assigned agent with a click-to-acknowledge link, a Slack direct message, and a copy email to the broker. Clicking the link records the acknowledgement time and the response time in minutes. If the agent has not clicked within the configured timeout (15 minutes by default), the broker gets an escalation alert in Gmail and Slack; the template deliberately does not reassign the lead, leaving reassignment to the broker. Every Monday at 8 am the broker receives a performance report with leads per agent, acknowledgement rates, average response times, score breakdown and escalation count. Agents marked Busy or Off in the roster drop out of routing until marked Available again, and an optional setting creates a Pipedrive contact and deal. The template is listed on n8n.io as a paid template.

At a glance

Tools used
n8nGoogle GeminiGmailSlackGoogle SheetsPipedrive
Category
Lead follow-up & inside sales
Audience
broker, team lead
Difficulty
Builder
Source
Qualify and route real estate leads with Google Gemini, Gmail, Slack and Sheets
Hassan · n8n template · Oct 2, 2026
First step
Build the Agents tab in Google Sheets first: one row per agent with name, email, Slack member ID, one specialty (buyer, seller, rental, investment or general), current active lead count and status, because the routing step reads that roster for every lead.

Compliance note: Route by specialty and workload only, never by the lead's name, language, neighborhood or any other trait tied to a protected class under fair housing law; confirm consent before any automated text goes to the lead, and keep the API keys in n8n credentials rather than in the configuration node.

Suggested prompt

Written by this directory, inspired by the source. Replace the [bracketed] parts.

Gemini qualification step: You score real estate leads for [BROKERAGE NAME]. Read the lead's name, source, stated intent, budget, timeline and message. Return JSON only: {"score": "Hot" | "Warm" | "Cold", "intent": "Buyer" | "Seller" | "Rental" | "Investment" | "General", "reasoning": "one sentence citing the words in the message that drove the score"}. Hot means a timeline under 90 days plus a stated budget or a property address. Warm means a clear intent with no timeline. Cold means no intent, spam, or a vendor pitch. Never guess a budget the lead did not state.

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