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.
- Client
- GrowthOps
- Industry
- Marketing
- Type
- Workflow Automation
- Year
- 2025
- Our 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.
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.
What we built.
- featForm submission capture from multiple sources
- featLead scoring based on behavior and profile attributes
- featDuplicate lead detection and merging
- featAutomatic HubSpot contact and deal creation
- featEmail sequence triggering based on lead score
- featSMS notifications for hot leads
Hard parts.
fixComplex scoring logic hard to implement in n8n
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.
fixAPI rate limits from HubSpot
Implemented request batching, added queue/buffer system with exponential backoff, and used HubSpot webhooks for real-time updates. 100% sync success rate achieved.
fixLead scoring changed frequently, breaking workflows
Created dynamic scoring rules stored in HubSpot custom fields and a separate config document. Marketing team could update rules without touching workflows. Autonomy achieved.
fixLow lead response rates despite automation
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%.
Built with
n8n Node.js HubSpot API
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