Digitat
Marketing•Workflow Automation•2025

LeadFlow Automation

An n8n-based workflow automating lead capture from forms, intelligent scoring, CRM synchronization, and follow-up email sequences for marketing teams without coding.

LeadFlow Automation

Client

GrowthOps

Role

Automation Engineer

Timeline

4 weeks

Team

1 developer

Overview

GrowthOps was manually processing leads: copying from form submissions to spreadsheet, scoring manually, adding to CRM, and sending emails. This took 6+ hours daily and had 15% error rate. LeadFlow automates the entire pipeline.

Process

Built n8n workflows to capture form submissions, score leads based on predefined rules, sync to HubSpot, and trigger email sequences. Implemented conditional logic for different lead types.

Key Features

✓Form submission capture from multiple sources
✓Lead scoring based on behavior and profile attributes
✓Duplicate lead detection and merging
✓Automatic HubSpot contact and deal creation
✓Email sequence triggering based on lead score
✓SMS notifications for hot leads
✓Lead routing to sales reps based on territory/capacity
✓Analytics and reporting dashboard
✓A/B testing framework for different workflows
✓Easy to modify without coding (n8n visual editor)

Challenges & Solutions

Built modular scoring functions with clear inputs/outputs, created lookup tables for rule reference, and documented logic in workflow comments. Simplified from 50-node monster flow to 8 connected modules.

Implemented request batching, added queue/buffer system with exponential backoff, and used HubSpot webhooks for real-time updates. 100% sync success rate achieved.

Created dynamic scoring rules stored in HubSpot custom fields and a separate config document. Marketing team could update rules without touching workflows. Autonomy achieved.

Added personalization tokens (company name, industry, first name), implemented dynamic email template selection based on lead source, and A/B tested subject lines. Response rate improved to 5.3%.

Results

Manual Work

6+ hours/day→automated

100% elimination

Error Rate

15%→0.2%

near-perfect

Response Time

8 hours→2 min

lead contact

CRM Sync

manual→100%

success rate

Email Response

2.1%→5.3%

rate

Cost Per Lead

$1.20→$0.08

processing

Goals

  • •Automate lead capture and processing
  • •Improve lead response time
  • •Enable non-technical team to manage workflows
  • •Reduce manual data entry errors

Tech Stack

  • •n8n
  • •Node.js
  • •HubSpot API

Target Users

  • •Marketing teams
  • •Marketing operations
  • •Sales development

Key Learnings

  • •Visual workflow tools require good architecture to stay maintainable
  • •Dynamic configuration beats hardcoded values for flexibility
  • •Personalization drives significantly better response rates
  • •API rate limits must be managed proactively with batching and buffers

Future Plans

  • •Add SMS channel for lead nurturing
  • •Implement predictive lead scoring with ML
  • •Add LinkedIn integration for additional data
  • •Build self-service workflow builder for marketing team