Case study  ·  Lead & Sales

Lead tracking that logs each lead in Notion, sends a thank you and follows up after three days

New leads in a Google Sheet are recorded in Notion, thanked by message through Twilio, marked as processed, and emailed through Gmail if they are still pending after three days.

The problem

New leads were landing in a Google Sheet with nothing tracking them, no acknowledgement and no follow up unless someone remembered to send one.

How it works

The workflow starts when a new row is added to the Google Sheet with the lead's name, email, phone and a status of Pending. Only rows not yet processed go through.

  1. Clean the data. Phone numbers are put into international format and a timestamp is added.
  2. Create a page in the Notion Leads database with the name, email, phone, status, created time and sheet row ID.
  3. Send a thank you message through Twilio.
  4. Mark the sheet row as processed and store the Notion page ID and the time the message was sent.

A separate workflow runs once a day. It finds leads still marked Pending after three days and sends a follow-up email through Gmail.

n8n workflows: a Google Sheets trigger that filters, parses, creates a Notion page, sends a message through Twilio and updates the sheet, and a scheduled workflow that queries Notion and sends a Gmail follow-up
Both workflows. The top one handles new leads, the bottom one runs daily.
Notion Leads database with one lead marked Pending, with the name, email, phone and workspace details blurred
The lead record in Notion. Personal details are blurred.
Google Sheet of leads with status, processed flag, Notion page ID and message sent time, with personal details blurred
The sheet row after processing.
WhatsApp chat with the Twilio sender showing the thank you message sent to a new lead, with the sandbox code, number and name blurred
The thank you message as the lead receives it.

What a person still handles

  • Talking to the lead once they reply.
  • Updating a lead's status in Notion as the conversation moves on.

Built with

  • n8n
  • Google Sheets
  • Notion
  • Twilio
  • Gmail

n8n, Google Sheets as the intake, Notion as the lead database, Twilio for the thank you message and Gmail for the follow-up.

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