Speed-to-Lead & Appointment Booking
Workflow & AI Automation Specialist
- First reply fires within minutes of form submission — 24/7, including weekends
- Qualified leads receive a booking link automatically — no back-and-forth
- Confirmation + timed reminders on email and Telegram cut no-shows
Why clients buy it
The money is lost in two places: leads that go cold while waiting hours for a reply, and booked appointments that never show up. This pipeline closes both gaps in one flow — from the moment a lead arrives to a confirmed, reminded appointment — without anyone touching it manually.
What I built
Built an end-to-end speed-to-lead and booking pipeline. A lead submits a Tally or Google Form — the payload hits an n8n webhook, routes to the Gemini API which scores and qualifies the lead, and a personalized reply sends through Gmail within minutes. Every lead is logged into a Airtable CRM with its score, source, and status. Qualified leads automatically receive a Cal.com booking link. Once a booking is made, the second half kicks in: a confirmation sends immediately, then reminders fire at set intervals before the appointment — through both Gmail and Telegram so the client sees at least one. Reschedules and cancellations update the sequence automatically, so no reminder ever fires for a dead booking. Most recently deployed for a painting and inspection business handling inbound quote requests.
Automation pattern
Form submission → n8n webhook → Gemini scores and qualifies the lead → personalized reply sent via Gmail → lead logged to Airtable CRM → qualified branch: Cal.com booking link included → booking created → confirmation email sends immediately → n8n schedule triggers queue reminders against the appointment time → 24-hour + 1-hour reminders via Gmail and Telegram → reschedule/cancel events update or clear the queue → every outcome logged.
System in action
Qualified route — lead scores high, booking email fires automatically
Unqualified route — redirect email sent, lead still captured and logged
Qualified lead — personalized email with booking link sent within minutes
Unqualified lead — polite redirect email sent automatically
Every lead logged to HubSpot with status and lead score
Deal auto-created at "Appointment Scheduled" stage on booking
Telegram notifies the business owner the moment an appointment is booked