Case study · Lead-gen automation
Three lead channels — website form, inbound email, Facebook Lead Ads — funnelled into one staged job folder, every time, without the office in the middle.
The before
Octagon's leads were coming in three different ways — the website contact form, direct email enquiries to the office inbox, and Facebook Lead Ads dropped in as emails — and each channel was its own scramble. Someone had to read each one, copy the move dates into the calendar, geocode the destination, draft a personalised reply, attach the right move-day checklist, paste the lead into the CRM, and create a Drive folder so the crew had somewhere to drop the quote and survey notes.
Most days it got done. Some days it didn't. A late-Friday enquiry from any of the three channels could wait until Monday morning to even get a reply — and a quote that lands twelve hours after the customer asked is a quote that's competing with two other movers.
The fix wasn't a CRM. They already had one. The fix was wiring up the path between every channel and the CRM so a human didn't have to be in the middle of any of them.
The shape of it
Each lead channel has its own n8n workflow with intake logic specific to that source. Once the lead is parsed, every workflow runs the same downstream pattern and lands the same staged job folder in Drive.
Source 01
Webhook · parse form fields
Source 02
Gmail trigger · dedupe check
Source 03
Gmail trigger · dedupe check
Shared pipeline
AI extract · geocode · personalised reply · calendar · folder · summary
One outcome
Calendar booked · quote sent · folder ready for the crew
Behind one of the three
A live diagram of the website-form workflow — the same three-phase shape (catch · reply · handoff) runs in the inbound-email and Facebook Lead Ad workflows too. Hit Run, or scrub a single phase to see what happens after a lead lands.
Same three phases · all three workflows
Phase 01 · Catch
The trigger fires (webhook for website, Gmail-trigger plus duplicate check for email and Facebook). OpenAI pulls structured fields — move-from, move-to, dates, item list, customer name — and the rest of the workflow has clean data to work with.
Phase 02 · Reply
Geocode the destination, write the email body with OpenAI using Octagon's voice, attach the right checklist PDF, send via Gmail, and log the lead to Easyly so the CRM has the full record. Average end-to-end: well under a minute.
Phase 03 · Handoff
Calendar event booked, Drive folder created, Google Doc quote populated from a template, summary file archived. When the crew opens the folder, everything they need is in there — no admin step between enquiry and survey.
The after
<60s
Form → personalized reply
From hours (sometimes overnight) down to the time it takes the workflow to run.
0
Manual steps in the chain
A receptionist stopped being a single point of failure for inbound revenue.
3→1
Lead channels · unified outcome
Website, email, Facebook Lead Ads all land in the same staged folder.
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