<aside> ⚡

Speed-to-lead auto-replies, a follow-up sequence that nudges until the status changes, and won-job kickoff that creates the Procore project and sends the welcome pack automatically.

</aside>

Client type: Residential builder quoting renovation and new-build work

The problem

A homeowner enquiry that waits 48 hours for a reply is usually a lost job — but builders are on the tools, not at a desk. And when a job is won, the admin starts: create the Procore project, send the welcome pack, update the spreadsheet. Leads leaking at the front, admin piling up at the back.

What I built

A four-workflow lead-to-kickoff pipeline in n8n:

WF1 — Lead Intake (instant)

1. A webhook receives each new enquiry the moment the form is submitted and responds immediately
2. The lead data is normalised and appended to the tracking sheet
3. The homeowner gets an instant auto-reply and the builder gets an alert — all in seconds

WF2 — Follow-up Sweeper (daily)

1. Every morning at 8am Brisbane time, evaluates every lead in the sheet and works out who is due a nudge
2. A two-step follow-up sequence (nudge 1, then nudge 2) goes out automatically, with each send stamped so nothing doubles up
3. The builder gets a daily summary of who was nudged

WF3 — Won Job Kickoff (hourly)

1. Checks for leads marked won that aren't in Procore yet
2. Creates the Procore project via the API, writes the new project ID back to the sheet, and sends the client their welcome pack — automatically
3. If Procore rejects the create, the failure is recorded and the builder is alerted — nothing half-happens

WF4 — Error Handler

Any failure across the pipeline is caught, formatted, emailed to the builder, and logged to the error sheet.