AI Real Estate Lead Qualification & CMA-Lite Reports

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Quick answers

What does this workflow do?

Automate real estate seller lead qualification and generate CMA-lite reports with AI. This workflow uses Google Gemini to create detailed property valuations, qualifies leads, updates HubSpot, and notifies agents for 'Hot' opportunities, all in minutes.

Which apps does this workflow use?

It uses Gmail, Google Docs, Google Gemini, Google Sheets, Http Request, Hubspot, Slack, and Typeform Trigger. Review each connected app before activation.

What credentials do you need?

You need Gmail OAuth2, Google Docs OAuth2, Google Palm API, Google Sheets OAuth2, Hubspot App Token, HubSpot credential, Service-specific API credential (if configured), Slack API, Slack OAuth2, and Typeform API. Add them in your workspace without placing secrets in the workflow JSON.

In the competitive real estate market, speed and professionalism can make all the difference. This workflow helps real estate professionals respond to seller valuation requests quickly and efficiently. By using AI, it automates the generation of comparative market analysis (CMA)-lite reports and qualifies leads, ensuring agents can focus on high-potential opportunities.

Quick overview

This workflow simplifies the process of handling seller valuation requests. When a homeowner submits their property details through a form, the system automatically generates a personalized CMA-lite report using Google Gemini. This report is then saved to Google Docs, shared, and emailed directly to the seller. Simultaneously, the seller lead is qualified as 'Hot,' 'Warm,' or 'Cold' based on their stated timeline and motivation. 'Hot' leads trigger immediate notifications to the agent via email and optionally Slack, including a direct link to the report and a booking link for a consultation. All lead data, including contact information, property details, AI score, and report links, is logged in HubSpot and Google Sheets for detailed record-keeping and follow-up.

What this workflow does

The workflow performs several key functions to automate and enhance seller lead management:

Captures Seller Data: It initiates upon receiving property details from a form submission, either via a generic webhook or a Typeform trigger.
Generates CMA-Lite Reports: Using Google Gemini, it creates a professional CMA-lite report that includes an executive summary, estimated value range, key value factors, market context, pricing strategy, and recommended next steps.
Qualifies Leads: The AI analyzes seller input to assign a 'Hot,' 'Warm,' or 'Cold' score, along with a brief reasoning for the qualification.
Creates & Shares Documents: The generated report is automatically created in Google Docs, formatted, and then shared publicly (anyone with the link can view) to ensure easy access for the seller.
Emails Reports to Sellers: A personalized email containing the report link is sent to the homeowner via Gmail.
Updates CRM: Seller contact information is created or updated in HubSpot, and a new deal is created with a dynamic close date based on the AI-assigned lead score.
Logs Data: All relevant lead and report information is systematically logged into a Google Sheet for tracking and backup.
Notifies Agents: For 'Hot' leads, an immediate notification is sent to the designated agent via Gmail, and optionally Slack, providing all critical lead details, the AI score, report link, and a consultation booking link.

How it works

The workflow operates through a series of interconnected nodes, each performing a specific task:

Trigger: The workflow begins with either a Webhook (for general form submissions) or a Typeform Trigger (for Typeform-specific submissions) that captures seller property details.
Extract & Normalize Property Details: A Code node processes the incoming data, extracting and standardizing property information (seller name, email, address, property type, bedrooms, condition, timeline, reason for selling, expected price) into a consistent format.
Generate CMA-Lite Report: The Google Gemini node receives the normalized property details and, based on a detailed system prompt, generates the CMA-lite report content, assigns a lead score (Hot, Warm, Cold), provides reasoning, and drafts an acknowledgment email.
Parse AI Output: Another Code node parses the JSON output from Gemini, formats the email body into HTML, and prepares data for subsequent nodes, including HubSpot deal stages and agent notification content. It also includes a fallback mechanism if AI parsing encounters issues.
Create Valuation Report in Google Docs: A Google Docs node creates a new document in a specified Google Drive folder, using the report content generated by Gemini.
Build Docs Insert Request: A Code node prepares the request to insert the report content into the newly created Google Docs document.
Insert Content: An HTTP Request node executes the batch update to insert the report content into the Google Docs file.
Build Report URL: A Set node constructs the public URL for the Google Docs report.
Share Document Publicly: An HTTP Request node modifies the Google Docs permissions to make the document viewable by anyone with the link.
Send Report to Seller: A Gmail node sends the acknowledgment email, including the link to the Google Docs report, to the seller.
HubSpot: Upsert Seller Contact: A HubSpot node creates a new contact or updates an existing one in HubSpot with the seller's details and custom properties like lead score and property interest.
HubSpot: Create Seller Deal: Another HubSpot node creates a new deal in HubSpot, assigning it to a pipeline stage and setting a dynamic close date based on the AI-generated lead score.
Log to Valuation Sheet: A Google Sheets node appends all collected and generated data to a designated Google Sheet for detailed logging.
Is Seller Hot?: An If node checks the AI-assigned lead score. If the score is 'Hot', the workflow proceeds down a specific path for immediate agent notification.
Notify Agent for Hot Seller: For 'Hot' leads, a Gmail node sends a detailed notification email to the agent, including the report link and a booking link.
Notify Agent via Slack: Optionally, for 'Hot' leads, a Slack node sends a concise alert to a specified Slack channel.
Update Row: Agent Notified: A Google Sheets node updates the corresponding row in the valuation sheet to mark that the agent has been notified.

Prerequisites

Before setting up this workflow, you will need:

An active n8n instance.
Accounts with the following services: Gmail, Google Docs, Google Gemini, Google Sheets, HubSpot, and optionally Slack and Typeform.
A Google Cloud Project with the Google Docs API, Google Drive API, and Gemini API (or PaLM API) enabled.
A dedicated Google Drive folder (e.g., "Valuation Reports") for storing generated reports. Note its folder ID from the URL.
Three custom contact properties in HubSpot: lead_score, property_interest, and portal_source.
A Google Sheet to serve as the "Seller Valuation Database." A template can be copied and linked.
Your Google Calendar appointment scheduling page URL.
The email address for the agent who should receive 'Hot' lead notifications.

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Step-by-step setup

Follow these steps to configure the workflow:

Set up Credentials:

Gmail OAuth2: Connect your Gmail account. This credential is used for sending the report to the seller and notifying the agent.
Google Docs OAuth2: Connect your Google Docs account. Ensure the Google Docs API and Google Drive API are enabled in your Google Cloud Console. This allows the workflow to create, insert content into, and share documents in your Google Drive.
Google Palm API (for Gemini): Obtain and connect your Google Gemini API key. This powers the AI report generation and lead qualification.
Google Sheets OAuth2: Connect your Google Sheets account. This enables the workflow to log lead data into your specified spreadsheet.
HubSpot App Token: Connect your HubSpot account using an App Token. This grants access to create and update contacts and deals.
Slack API (Optional): If you wish to use Slack notifications, connect your Slack API credential.
Typeform API (Optional): If using Typeform as a trigger, connect your Typeform API credential.

Configure Google Drive:

Create a new folder in your Google Drive, for example, named "Valuation Reports."
In the Create Valuation Report in Google Docs node, update the 'Folder ID' parameter with the ID of your newly created Google Drive folder. You can find this ID in the folder's URL.

Set up HubSpot Custom Properties:

In your HubSpot account, create three custom contact properties: lead_score (text field), property_interest (text field), and portal_source (text field). These are used by the HubSpot: Upsert Seller Contact node.

Link Google Sheet:

Copy the provided "Seller Valuation Database" sheet template (or create a new one with matching columns).
In the Log to Valuation Sheet and Update Row: Agent Notified nodes, update the 'Document ID' and 'Sheet Name' parameters to link to your specific Google Sheet.

Update Booking Link:

In the Parse AI Output Code node, locate the BOOKING_LINK variable and replace 'YOUR_GOOGLE_CALENDAR_BOOKING_URL' with your actual Google Calendar appointment scheduling page URL.

Configure Agent Notification:

In the Notify Agent for Hot Seller Gmail node, replace [email protected] with the actual email address of the agent who should receive 'Hot' lead alerts.
If using Slack, in the Notify Agent via Slack node, select the appropriate channel (e.g., #hot-leads) for notifications.

Choose Your Trigger:

The workflow defaults to using the Webhook: Seller Valuation Request node. This works with any form that can send a POST request.
Alternatively, if you prefer a richer conversational intake experience, you can enable the Typeform: Seller Valuation Request node and disable the Webhook node. This requires a Typeform API credential and a permanent public n8n URL.

Activate the Workflow:

Once all configurations are complete, activate the workflow in your n8n instance.

Customization ideas

Adjust AI Scoring Rules: Modify the system message in the Generate CMA-Lite Report node to fine-tune the 'Hot,' 'Warm,' and 'Cold' lead qualification thresholds and criteria to better suit your market and business needs.
Customize Report Sections: Edit the system prompt in the Generate CMA-Lite Report node to add, remove, or rephrase sections of the CMA-lite report to align with your brand and information requirements.
Modify HubSpot Deal Close Dates: In the Parse AI Output Code node, adjust the dealStageMap to change the dynamic close date offsets (e.g., 30, 90, 180 days) for 'Hot,' 'Warm,' and 'Cold' leads.
Integrate with Other CRMs: Adapt the HubSpot nodes to integrate with other CRM systems if HubSpot is not your primary tool.
Enhance Agent Notifications: Add more details or conditional logic to agent notifications, such as sending different alerts based on property type or expected price.

Limitations and troubleshooting

AI Parsing Fallback: The workflow includes a fallback mechanism in the Parse AI Output node if the Gemini AI output cannot be parsed. In such cases, a generic acknowledgment email is sent, and the lead is marked for manual review.
Google Docs API Limits: Be aware of Google Docs API rate limits, especially with high volumes of requests.
Credential Management: Ensure all OAuth2 credentials remain authenticated. Expired tokens will cause workflow failures.
Form Field Mapping: If using a custom form or modifying the Typeform, you may need to update the field references in the Extract & Normalize Property Details Code node to correctly map incoming data.

Frequently asked questions

How does the AI determine the property value range?

The Google Gemini AI generates an estimated value range based on the property details provided by the seller (address, type, bedrooms, condition, etc.) and its general market knowledge, as instructed by the workflow's system prompt.

Can I use a different form builder instead of Typeform?

Yes, the workflow is configured with a generic Webhook trigger by default, allowing integration with any form builder (e.g., Google Forms, Tally, Jotform, or custom website forms) that can send a POST request with property details.

What happens if the AI fails to generate a report?

The workflow includes a fallback. If the AI output cannot be parsed, a generic acknowledgment email is sent to the seller, and the lead is flagged for manual review in the Google Sheet, ensuring no lead is lost.

How are 'Hot' leads defined?

'Hot' leads are defined by specific criteria in the Gemini AI's system message, primarily based on the seller's timeline (e.g., "Immediately," "1-3 months") or urgent reasons for selling (e.g., "Relocating," financial pressure). These criteria can be customized.

Is the Google Docs report truly public?

Yes, the workflow explicitly sets the Google Docs document permissions to "Anyone with the link can view," allowing sellers to access their report without needing a Google account.

Source and next steps

This workflow was originally published by the n8n community. You can find the source workflow and additional details on the n8n.io website.

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