# Capture and schedule HVAC leads with OpenAI and Google Sheets: n8n workflow

> Started by someone submitting a form, and works across Email, Google Calendar, Google Sheets, Slack and one other. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/capture-and-schedule-hvac-leads-with-openai-and-google-sheet (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Lead generation](https://millionrounds.com/workflows?category=Lead+generation#library)

# Capture and schedule HVAC leads with OpenAI and Google Sheets

Started by someone submitting a form, and works across Email, Google Calendar, Google Sheets, Slack and one other. It hands the judgement calls to OpenAI. 15 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fcapture-and-schedule-hvac-leads-with-openai-and-google-sheet)

**15 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**5** Services it connects to

## The flow

Starts it 1 Model 3 Logic 3 Service 8

The steps in the order they run, from what starts it.

- 1 **Lead Submission Form** Form trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Structured Output Parser** Output Parser Structured *Model*
- 4 **Workflow Configuration** Set *Logic*
- 5 **Classify Lead Urgency and Service Type** Agent *Model*
- 6 **Normalize Lead Data** Set *Logic*
- 7 **Route by Service Type** Switch *Logic*
- 8 **Store Lead in Google Sheets** Google Sheets *Service*
- 9 **Notify Installation Team** Slack *Service*
- 10 **Notify Repair Team** Slack *Service*
- 11 **Notify Maintenance Team** Slack *Service*
- 12 **Send Confirmation Email to Lead** Email Send *Service*
- 13 **Schedule Appointment** Google Calendar *Service*
- 14 **Send SMS Reminder** Twilio *Service*
- 15 **Send to CRM/Dispatch System** Http Request *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 15, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Email, Google Calendar, Google Sheets, Slack, Twilio
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Email, Google Calendar, Google Sheets, Slack and Twilio accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 15 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 15 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fcapture-and-schedule-hvac-leads-with-openai-and-google-sheet)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Email](https://millionrounds.com/workflows?service=Email#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)[Twilio](https://millionrounds.com/workflows?service=Twilio#library)

## Workflows like it

Also lead generation, with the same services where possible, closest in size first.

- [**Automate Lead Mining & Qualification** 15 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/automate-lead-mining-and-qualification)
- [**Automate lead enrichment with OpenAI and Airtable** 15 steps · calls a model · Airtable, Slack](https://millionrounds.com/workflow/automate-lead-enrichment-with-openai-and-airtable)
- [**Automated B2B lead generation & cold emails with OpenAI** 15 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/automated-b2b-lead-generation-and-cold-emails-with-openai)
- [**Automated B2B lead generation: Google Places, Scrape.do & AI** 15 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/automated-b2b-lead-generation-google-places-scrape-do-and-ai)
- [**Automated lead capture & business Q&A with OpenAI and Pinecone** 15 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/automated-lead-capture-and-business-q-and-a-with-openai-and-)
- [**Automated lead generation & qualification with Google Maps** 15 steps · calls a model · Google Sheets, HubSpot](https://millionrounds.com/workflow/automated-lead-generation-and-qualification-with-google-maps)