Northside HVAC · Lead Routing Automation
An HVAC contractor's contact form emailed every submission to one inbox, so a furnace out call in January looked exactly like a filter change question. Emergency work is the highest margin job in the trade and it is won on response time: if nobody calls back inside an hour, the customer calls the next contractor on Google.
Overview
An n8n workflow that takes website service requests by webhook, normalizes the fields, then scores each one from 0 to 100 the way HVAC actually sells: emergency language, install and replacement jobs, commercial property, and a callable phone number. Anything above the threshold is logged and fires an immediate email alert; everything else is logged for normal business hours. Two gates run last and zero the score for zips outside the service area and for submissions with no real contact method.
My role
- n8n workflow design
- Lead scoring logic (Code node)
- Google Sheets & Gmail integration
The problem
An HVAC contractor's contact form emailed every submission to one inbox, so a furnace out call in January looked exactly like a filter change question. Emergency work is the highest margin job in the trade and it is won on response time: if nobody calls back inside an hour, the customer calls the next contractor on Google.
What I built
- Webhook intake straight from the website form
- 0 to 100 scoring with hot / standard routing
- Every logged row explains its own routing decision
Tools used
- n8n
- Google Sheets
- Gmail
- Webhooks
Challenges
- Keeping all scoring in one Code node so every routing decision stays auditable from the spreadsheet, instead of spreading the logic across a chain of IF nodes.
- Responding on both branches so standard submissions do not hang until the form times out.
Outcome
- Eight node workflow: webhook, normalize, score, route, log, alert, respond
- Hot requests trigger an email alert, the rest are logged for business hours
- Service area and spam gates zero the score before anything reaches the alert path
- Importable JSON with documented setup and test payloads
Project links
Private build. Ask me for a walkthrough.