AI AUTOMATION · MAKE.COM
An end-to-end lead management automation that uses AI to qualify incoming leads, route them based on buying intent, nurture low-priority prospects, and automatically follow up when the right time arrives.
PROJECT OVERVIEW
Manually reviewing every new inquiry takes time. Sales teams also need to decide which leads require immediate attention, which need further evaluation, and which should be followed up with later.
Without a structured process, promising leads can be overlooked and lower-priority prospects can easily be forgotten.
I built a two-stage automation in Make.com that combines AI lead qualification with automated follow-up.
OpenAI analyzes each inquiry and produces structured qualification data. Make then routes the lead according to its temperature while a second scheduled workflow handles leads that require future nurturing.
STAGE 01
The first workflow receives new leads, analyzes their buying intent with AI, stores the results, and determines the appropriate next action.
New leads enter through a webhook and are analyzed by OpenAI. The AI converts each inquiry into structured sales data including a lead score, lead temperature, intent, summary, and recommended action.
The result is stored in Google Sheets before Make routes the lead according to its qualification.
A lead showing genuine interest but not yet displaying strong enough buying signals is classified as WARM.
Make routes the lead to Slack so the sales team receives the context immediately without treating the prospect as sales-ready.
The automated Slack notification gives the team the information needed to evaluate the lead, including contact details, budget, qualification score, intent, and an AI-generated summary.
This reduces the need to manually inspect every form submission before deciding what to do next.
High-intent inquiries are routed directly to Gmail. The workflow prioritizes prospects showing stronger buying signals such as an approved budget, a defined requirement, and a near-term timeline.
The automated Gmail notification includes the lead's contact information, qualification score, AI summary, recommended action, and the reasoning behind the classification.
This gives the person handling the lead useful context before making contact.
Low-intent leads are not discarded. Instead, Make adds them to a separate nurture queue with a future follow-up date.
This allows the business to maintain contact without requiring immediate sales attention for prospects who are still researching or exploring their options.
Every analyzed lead is recorded in Google Sheets, creating a simple central database containing both the original inquiry and the AI-generated qualification information.
HOT, WARM, and COLD leads can therefore be reviewed from one place using consistent qualification fields.
Cold leads receive a NURTURE status and a scheduled Next Follow-up date.
These fields provide the second automation with a clear state and date to monitor, creating a connection between initial qualification and future follow-up.
STAGE 02
The second workflow monitors nurtured leads and automatically handles follow-up once a lead reaches its scheduled date.
Every 15 minutes, the scheduled workflow checks the nurture sheet for eligible leads.
A lead proceeds only when its status is NURTURE and its scheduled follow-up date is due. OpenAI then generates the follow-up, Gmail sends it, and Make updates the lead record.
The follow-up message is generated using the context captured from the lead's original inquiry rather than relying on a single generic email template.
For a low-intent prospect, the message stays educational and low-pressure while keeping the conversation open.
After the email is successfully sent, Make changes the lead status to CONTACTED, increments the follow-up count, and clears the Next Follow-up field.
Updating the workflow state prevents the same lead from being processed repeatedly during future scheduled runs.
BUSINESS IMPACT
AI analyzes incoming inquiries and creates consistent qualification data automatically.
High-intent opportunities can be surfaced quickly while other leads follow an appropriate path.
Lower-intent prospects remain in the pipeline instead of being forgotten after their initial inquiry.
Qualification, routing, notifications, follow-up, and status updates are handled automatically.
TECH STACK
LET'S WORK TOGETHER
I'm available for AI automation projects, workflow builds, and Make.com integrations.
Send me an emailOr contact me directly at consuegradenrey [at] gmail [dot] com