Automated Website Lead Capture, Enrichment & Routing Workflow

Unlock Seamless Lead Management with this Automated Workflow

This n8n workflow automates your entire lead capture, enrichment, and follow-up process, ensuring no opportunity is missed and your sales pipeline stays energized. It acts as your digital assistant to capture leads from website forms, send personalized thank-you emails, enrich lead data using Apollo.io for deeper insights, create or update contacts in HubSpot, and instantly notify your team via Gmail for prompt action. Stop manual lead processing and start converting more prospects, faster.

How It Works:

1. Website Form Submission: A visitor submits a lead form on your website. Lead details like name, email, company, and message are captured instantly by n8n (typically via a Webhook node or a configured HTTP Request node serving as the endpoint).
2. Personalized Thank-You Email: A customized thank-you email is automatically sent to the lead via Gmail, building trust and confirming receipt of their inquiry.
3. Apollo.io Lead Enrichment: The captured lead data (e.g., email or company name) is sent to Apollo.io via an HTTP Request node. Apollo.io returns enriched information such as job title, LinkedIn profile, company size, funding, and other valuable details.
4. HubSpot CRM Integration: The enriched lead information is then used to create a new contact or lead in HubSpot. The workflow can be configured to check for duplicates to ensure clean data.
5. Internal Team Notification: An email notification, containing all the enriched lead details, is sent via Gmail to your designated team members, enabling them to follow up immediately with a complete profile of the prospect.

Key Features & Benefits

• End-to-End Automation: From initial website interaction to CRM entry and team alert, the entire lead flow is automated.
• Enhanced Lead Quality: Apollo.io enrichment provides comprehensive data, helping you qualify and prioritize leads effectively.
• Improved Response Times: Instant notifications enable your sales team to engage with hot leads faster.
• Data Consistency: Direct integration with HubSpot ensures accurate and up-to-date CRM records.
• Scalability: Handles increasing lead volume without proportional increases in manual workload.
• Customizable: Easily adapt triggers, email content, enrichment parameters, and CRM mappings to your specific needs.

• An n8n instance (Cloud or self-hosted).
• A method to send lead data from your website to n8n (e.g., a form that can POST to a Webhook URL provided by n8n).
• Gmail account and credentials (OAuth2 recommended for security and ease of use; or an App Password if 2FA is enabled and you're using SMTP/IMAP settings directly, though OAuth is preferred for the Gmail node).
• HubSpot account with an App Token (Private App) for API access.
• Apollo.io account and API Key for the lead enrichment step (via the HTTP Request node).

1. Download the n8n workflow JSON file.
2. Import the workflow into your n8n instance.
3. Configure Lead Source: The first node (likely an 'HTTP Request' or 'Webhook' node) is your entry point. If it's a Webhook node, copy its Test/Production URL and configure your website form to POST data to this URL. If it's an HTTP Request node intended to receive form data, ensure it's set up correctly or replace it with a Webhook node.
4. Set up Thank-You Email (Gmail Node 1):
   • Select the first 'Gmail' node.
   • Authenticate with your Gmail account (OAuth2 is recommended). Create new credentials if needed.
   • Customize the 'To', 'Subject', and 'Body' (HTML or Text) fields. Use expressions like {{ $json.body.email }} and {{ $json.body.firstName }} to personalize the email with data from the form submission.
5. Configure Apollo.io Enrichment (HTTP Request Node):
   • Select the 'HTTP Request' node dedicated to Apollo.io.
   • Set the 'Method' (e.g., POST or GET) and 'URL' for the relevant Apollo.io API endpoint (e.g., Person Enrichment API).
   • Configure 'Authentication' (e.g., 'Header Auth'). Add necessary headers, like X-Api-Key or Api-Key with your Apollo.io API Key. Some APIs might use query parameters for the key.
   • Set up the 'Body' (for POST) or 'Query Parameters' (for GET) to send lead data (like email or company domain) to Apollo.io. Consult Apollo.io API documentation for specific requirements.
   • Ensure 'Options' -> 'Parse Response' is enabled if Apollo returns JSON.
6. Set up HubSpot Integration (HubSpot Node):
   • Select the 'HubSpot' node.
   • Authenticate with your HubSpot account using an App Token (Private App). Create new credentials if needed.
   • Choose the 'Resource' (e.g., 'Contact') and 'Operation' (e.g., 'Create or Update', 'Create').
   • Map the fields: Use expressions to pull data from both the initial form submission and the Apollo.io enrichment step to populate HubSpot contact properties (e.g., {{ $json.body.email }}, {{ $('Apollo.io Enrich Node Name').item.json.person.job_title }}).
7. Set up Internal Notification (Gmail Node 2):
   • Select the second 'Gmail' node.
   • Authenticate as in step 4 (can reuse credentials).
   • Set the 'To' address to your internal team's email.
   • Customize the 'Subject' and 'Body' to include all relevant lead details, including the enriched data from Apollo.io.
8. Test Each Node & Full Workflow: Activate the workflow and send test data from your website form to ensure each step functions correctly and data flows as expected. Check email delivery and HubSpot contact creation.
9. Once satisfied, ensure the workflow is active and using Production URLs if applicable.