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automation-intake-router

An n8n workflow that handles client intake end-to-end from a single form submission — no manual steps.

When a prospect fills out the intake form, the workflow saves their details to Google Sheets, sends them a confirmation email with a summary of what they submitted, and sends the agency an internal notification with the full enquiry. All three happen in sequence, automatically.

What it does

  1. Form trigger — n8n's native form collects Name, Email, Business Type, and a description of what the client wants automated
  2. Google Sheets — appends a new row with the submission data and a timestamp
  3. Client confirmation — sends a personalised HTML email to the client summarising their submission
  4. Agency notification — sends an internal HTML email to the agency with the full enquiry details

Stack

  • n8n (self-hosted)
  • Google Sheets (via OAuth2)
  • Gmail (via OAuth2)

Setup

Prerequisites

  • A self-hosted n8n instance
  • A Google account with access to Google Sheets and Gmail
  • OAuth2 credentials configured in n8n for both Google Sheets and Gmail

Steps

  1. Import workflow.json into your n8n instance via Workflows → Import from file
  2. Connect your Google Sheets OAuth2 credential to the Append row in sheet node
  3. Connect your Gmail OAuth2 credential to both email nodes (Send a message and Send a message1)
  4. In the Send a message1 node, replace your-email@example.com with the agency's actual notification email
  5. Point the Google Sheets node at your own spreadsheet — update the document URL in the node settings
  6. Set up the spreadsheet with these column headers in row 1: Name, Email, Business Type, What You Want Automated, Submitted At
  7. Activate the workflow — n8n will generate a live form URL

Notes

  • The workflow runs sequentially: Sheets append → client email → agency email. If the Sheets step fails, the emails will not send.
  • Credentials are not included in the exported JSON. You will need to reconnect them after import — this is expected behaviour for n8n credential exports.
  • The internal notification email pulls data from the Sheets node output, so the agency always receives exactly what was saved to the spreadsheet.

Status

Working. Built and tested locally on a self-hosted n8n instance.