Draft portal enquiry replies with OpenAI, Gmail and Google Sheets
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Burnt & Toast Kits
Description
Quick overview
UK estate and letting agents (and any business) that receive enquiries from Rightmove, Zoopla, OnTheMarket or website forms by email and want a fast, accurate first reply without anything going out unchecked.
How it works
Watches a Gmail label (portal-leads) for new enquiry emails.
Sends the enquiry to OpenAI with a strict prompt: pull out name, contact details, property, position, finance and timeline, and write a short personal first reply with up to three qualifying questions.
A Code step checks the AI output: the reply address must appear in the original email and not be your own or a portal's domain, the AI may not add links or contact details, and the prompt treats the enquiry text as data, never instructions.
Logs the lead to Google Sheets with a delete-after date for data retention.
Saves the reply as a Gmail draft, with your booking link, signature and privacy notice, for a person to check and send. Nothing is sent automatically.
Setup
Gmail filter that labels portal enquiries portal-leads
Credentials: Gmail, OpenAI, Google Sheets (add your own in n8n; none are included in this template)
Fill in the Settings node (agency name, booking link, signature, privacy URL)
Google Sheet with a tab named Leads and the column headings listed in the Start here note
Customization
Edit the SYSTEM_PROMPT in "AI instructions" to change tone or questions. Change the model in AI_MODEL.
Additional info
Made by Burnt & Toast Kits. The paid Instant Lead Responder adds checked auto-send, hot-lead alerts, Claude and Outlook versions, a lettings variant and a setup guide: https://kits.burntandtoast.com/estate-agents/kits/instant-lead-responder
This workflow was created by Burnt & Toast Kits and shared publicly on the n8n community template library. n8nFind indexes it for discovery — the workflow remains the property of its original creator.