Qualify real estate leads from Typeform to Airtable with Gemini and smart email routing

Description

🏠 AI Real Estate Lead Qualifier — Typeform to Airtable with Smart Email Routing

Automatically qualify property leads, score them with AI, save to Airtable, and send personalised emails — all in seconds.

📖 Description

Every time a prospect submits your Typeform property inquiry, this workflow kicks in automatically. It extracts their details, runs them through an AI lead scoring engine, saves the record to Airtable, and sends a personalised email — a priority response for hot leads, a nurture email for everyone else.

No manual review. No missed leads. No delayed follow-ups.

This is built for real estate agencies, leasing companies, and property managers who receive inquiries through Typeform and want instant, intelligent responses without hiring extra staff.

✨ Key Features

Instant lead capture** — triggers the moment Typeform receives a submission
AI lead scoring** — Google Gemini classifies every lead as High, Medium, or Low automatically
Smart email routing** — High leads get a priority response, others get a nurture sequence
Airtable CRM sync** — every lead saved with full details + AI assessment
Robust AI parsing** — 4-layer fallback system ensures AI output is always usable
Personalised emails** — name, property type, location, budget pulled into every email automatically
No-code maintenance** — update scoring rules in the prompt, email copy in the nodes

🔄 How It Works

Prospect submits Typeform inquiry
↓
Webhook receives the form payload
↓
Extract Typeform Fields
→ name, email, phone, property type
→ purpose, location, budget, requirements
↓
AI Lead Qualifier (Google Gemini)
→ lead_score: High / Medium / Low
→ intent, timeline, notes
↓
Parse AI Output (4-layer fallback)
↓
Save to Airtable CRM
↓
High Lead? (IF check)
✅ YES → Priority Email (contact within 2 hours)
❌ NO → Nurture Email (contact within 1-2 days)

🤖 AI Lead Scoring Rules

The AI automatically classifies leads based on these criteria:

| Score | Criteria |
| :--- | :--- |
| 🔴 High | Has budget + specific location + clear purpose (investment or near-term buying) |
| 🟡 Medium | Partial information — needs follow-up to qualify further |
| 🟢 Low | Vague inquiry, missing budget or location, early exploration |

The AI also extracts:
Intent** — what the lead is trying to achieve
Timeline** — how urgently they need a property
Notes** — assessment summary for your sales team

📧 Email Templates

High Lead Email
Subject: 🏠 [Name], we have properties matching your needs!
Dark blue header — premium feel
Full inquiry summary (property, purpose, location, budget, timeline)
AI assessment notes included
Promise: senior agent contacts within 2 hours

Nurture Email (Medium / Low)
Subject: Thanks for reaching out, [Name]!
Grey header — warm and professional
Inquiry summary (property, location, budget)
Preparation tips while they wait
Promise: contact within 1-2 business days

🛠 Setup Requirements

1. Typeform Setup

Create a Typeform with these fields and note their field ref IDs from the Typeform API:

| Field | Type | Required |
| :--- | :--- | :---: |
| Full Name | Short text | ✅ |
| Phone Number | Phone | ✅ |
| Email Address | Email | ✅ |
| Property Type | Multiple choice | ✅ |
| Purpose | Multiple choice | ✅ |
| Preferred Location | Short text | ✅ |
| Budget Range | Multiple choice | ✅ |
| Requirements | Long text | ✅ |
| Consent | Yes/No | Optional |

Connect Typeform webhook:
Typeform Dashboard → Connect → Webhooks
URL: your n8n webhook URL (Production URL from the Webhook node)
Method: POST

2. Update Field Refs

In the Extract Typeform Fields Code node, update the REF_* constants to match your actual Typeform field reference IDs:

const REF_NAME = 'your-field-ref-here';
const REF_EMAIL = 'your-field-ref-here';
const REF_PHONE = 'your-field-ref-here';
// ... etc

Find your field refs from the Typeform API or by logging a test webhook payload.

3. Airtable Setup

Create an Airtable base with a table containing these fields:

| Field Name | Field Type |
| :--- | :--- |
| Full Name | Single line text |
| Email Address | Email |
| Mobile Phone Number | Phone |
| Property Type | Single line text |
| Purpose | Single line text |
| Preferred Location | Single line text |
| Budget Range | Single line text |
| Requirements | Long text |
| Submit Date | Single line text |
| Lead Score | Single line text |
| Intent | Single line text |
| Timeline | Single line text |
| Notes | Long text |

Update the Save to Airtable node with your Base ID and Table ID.

4. Credentials Required

| Credential | Used for | Free? |
| :--- | :--- | :--- |
| Google Gemini (PaLM) API | AI lead scoring | Free tier available |
| Airtable Personal Access Token | CRM save | Free |
| SMTP | Sending emails | Depends on provider |

5. Email Configuration

In both email nodes, update:
fromEmail — your sending address
SMTP credential — your email provider details

Recommended SMTP providers for testing: Mailtrap (sandbox), Gmail, SendGrid

⚙️ Workflow Nodes

| Node | Type | Purpose |
| :--- | :--- | :--- |
| Webhook | Webhook | Receives Typeform POST payload |
| Extract Typeform Fields | Code | Parses answers by field ref ID |
| AI Lead Qualifier | AI Agent | Scores lead using Gemini |
| Google Gemini Chat Model | LLM | AI model for scoring |
| Parse AI Output | Code | Extracts JSON with 4-layer fallback |
| Save to Airtable | Airtable | Creates CRM record |
| High Lead? | IF | Routes by lead score |
| Priority Email | Email Send | Sends to High leads |
| Nurture Email | Email Send | Sends to Medium/Low leads |

🔧 Customisation

Change scoring criteria:
Edit the prompt in the AI Lead Qualifier node. Add your own rules — e.g. score higher if budget exceeds a threshold, or if the purpose is investment.

Add more email tiers:
Add a third IF branch for Low leads with a different nurture sequence, or add a Slack/WhatsApp alert for High leads.

Use a different form:
The Extract Typeform Fields node uses Typeform's field.ref system. Replace it with a Google Forms or Jotform parser by adjusting how you read the incoming webhook body.

Change the AI model:
Replace the Google Gemini node with Claude, OpenAI, or any other LLM Chat Model node — no other changes needed.

Add lead deduplication:
Before saving to Airtable, add a search step to check if the email already exists and skip or update instead of creating a duplicate.

🛡 Robustness Features

The Parse AI Output node uses a 4-layer fallback to ensure the workflow never breaks due to AI formatting issues:

Direct JSON parse — if Gemini returns clean JSON
Strip markdown fences — if Gemini wraps in Regex JSON extraction — if there's extra text around the JSON
Field-by-field regex — if JSON is malformed, extracts each field individually
Default fallback — if all else fails, sets lead_score: Medium

This means the workflow continues and saves the record even if the AI returns unexpected output.

📊 Sample Airtable Record

Full Name: Sarah Johnson
Email Address: [email protected]
Mobile Phone: +91 9876543210
Property Type: 2BHK Apartment
Purpose: Investment
Preferred Location: Bandra, Mumbai
Budget Range: ₹80L - ₹1.2Cr
Requirements: Parking, gym, sea view
Submit Date: 2026-03-18T10:30:00Z
Lead Score: High
Intent: Serious buyer looking for investment property with strong rental yield
Timeline: Within 3 months
Notes: High-intent lead with clear budget and location. Has specific amenity requirements. Recommend immediate callback.

📦 Requirements Summary

n8n (cloud or self-hosted)
Typeform account (any paid plan for webhooks)
Airtable account (free tier works)
Google AI Studio account for Gemini API key (free tier available)
SMTP email account

💡 Enhancement Ideas

WhatsApp alert** — send instant WhatsApp to sales team for every High lead via Twilio
Calendar booking link** — include a Calendly link in the High lead email
Lead follow-up reminder** — add a Wait node + reminder email if no reply in 48 hours
Slack notification** — ping your team channel instantly for High leads
Lead scoring dashboard** — connect Airtable to a dashboard tool for weekly reports

Built with n8n · Google Gemini AI · Typeform · Airtable · SMTP