Home services & trades

Every enquiry scored, filed, and answered before it goes cold

Enquiries come in through the website at all hours. This system reads each one, decides how serious it is, files it in the CRM, and replies — while pulling a human in immediately when the lead is worth interrupting someone for.

Trigger
Someone submits the enquiry form
Run mode
Fully automatic, with hot leads escalated to a person on arrival
Built with
n8n · Gemini · HubSpot · Gmail
Connected to
HubSpot · Gmail

01 / Problem

What the manual version cost

Before the system existed, this all ran on someone's attention.

  • 01

    Enquiries land in a shared inbox overnight and on weekends, then wait until someone gets to them.

  • 02

    Every lead gets the same response speed, so the serious buyer and the tyre-kicker are treated identically.

  • 03

    Judging which enquiries matter depends on whoever happens to read them, and that judgement changes person to person.

  • 04

    Leads get copied into the CRM by hand later, if at all, so the pipeline never reflects what actually came in.

02 / Solution

What we built instead

Each decision below is a deliberate one — the interesting part is usually where the system refuses to guess.

  • 01

    The website form is the trigger. Nothing else needs to be checked or forwarded.

  • 02

    Gemini reads the enquiry against a fixed set of qualification criteria and returns a tier — hot, warm, or cold — with the reasoning behind it.

  • 03

    The model's output is parsed and validated in code before anything downstream acts on it, so a malformed response fails loudly instead of creating a bad record.

  • 04

    Tier decides the routing. Every lead is written to the CRM as a contact and an associated deal; hot leads additionally trigger an immediate alert to the person who can act on it.

  • 05

    A tier-appropriate follow-up email goes out on the same run, so the enquirer gets a reply while they're still on the site.

Enquiry to qualified pipeline record

Every lead follows the same path. Tier only decides whether a person gets pulled in.

  1. Trigger

    Enquiry submitted

    Web form

  2. AI

    Score & tier lead

    Gemini

  3. Logic

    Route by tier

  4. hot only
    Action

    Alert the team

    Gmail

  5. all tiers
    Action

    Create contact & deal

    HubSpot

  6. Action

    Send follow-up

    Gmail

03 / Result

What the system guarantees

Not projections. These hold because of how the system is built.

  • Response time no longer depends on office hours — a form filled at 11pm is scored, filed, and answered at 11pm.

  • Scoring criteria live in one place and apply identically to every enquiry, so tiering doesn't drift with whoever is on duty.

  • Every lead reaches the CRM as a contact and a deal, whether it was hot or cold, so the pipeline reflects real volume rather than what someone remembered to enter.

  • Only hot leads generate an interruption, so alerts stay meaningful instead of becoming noise people learn to ignore.

Next case study

Inbound enquiries filed, answered, and chased without anyone tracking them

CRM & email automation

→