Tired of manually crafting follow-up emails for proposals or leads? This n8n automation template supercharges your outreach by creating an intelligent, automated email follow-up system that never misses a beat. Here’s how this powerful workflow transforms your follow-up process:

1. Scheduled Automation: The workflow runs automatically at a set interval (e.g., every 24 hours), constantly checking for opportunities to follow up.
2. Smart Record Filtering: It connects to your Airtable CRM (specifically the “Appointment Booking CRM” base and “Appointment_reminder” table). It intelligently filters records, identifying leads or proposals that require a follow-up based on your defined criteria (e.g., proposals sent less than 3 days ago and with fewer than 3 reminders already sent).
3. AI-Powered Email Generation: For each filtered record, the workflow sends the lead’s information to an OpenAI model. The AI is prompted with specific instructions to generate a clear, concise, and professional follow-up email. It incorporates key details like the context of the previous interaction (e.g., a proposal for a SaaS platform integration sent on July 8th), offers to clarify questions, and includes a clear call to action (e.g., asking if they’ve reviewed the proposal).
4. Automated Email Delivery: The AI-generated email, complete with the correct recipient and subject line, is then automatically sent via Gmail.
5. Automated Follow-Up Tracking: After an email is sent, the workflow updates the corresponding record in Airtable, incrementing a “reminder_send” counter. This ensures that you have an accurate count of follow-ups sent for each lead and prevents over-messaging.

This template turns your follow-up strategy into a seamless, AI-driven engine, ensuring timely and personalized communication with every important contact.

Key Benefits

• Boost Engagement & Conversions: Timely, personalized follow-ups keep your leads warm and proposals top-of-mind, increasing response rates and conversion opportunities.
• Save Significant Time: Eliminate the manual effort of drafting and sending follow-up emails for numerous contacts.
• Maintain Consistency: Ensure every lead receives a professional and consistent follow-up, every time.
• Personalized at Scale: Leverage AI to generate unique, tailored emails for each recipient, without compromising on efficiency.
• Track Progress Effortlessly: Automatically update your CRM with follow-up counts, giving you clear visibility into your outreach efforts.

Who Should Use This Template?

This template is invaluable for sales professionals, business development teams, consultants, freelancers, and anyone who needs to consistently follow up on proposals, inquiries, or leads. If you use Airtable as your CRM and want to elevate your email outreach with automation and AI, this template is for you.

What’s Included in the Download

The downloadable .json file contains the complete, pre-built n8n workflow for your automated AI-powered email follow-up system.

Need Help?

Integrating AI with your CRM and email can sometimes have a learning curve. If you need any assistance with configuring this workflow, connecting your Airtable, OpenAI, or Gmail accounts, or customizing the AI’s prompt for your specific needs, please don’t hesitate to contact our expert support team for help.