AI Sales Coordinator System is an end-to-end CRM automation project built for a real estate demo company, Premier Realty.
The system captures new property inquiries, qualifies and scores leads using AI, assigns each lead to the right sales agent, sends instant agent notifications, emails the lead automatically, creates follow-up tasks, sends scheduled follow-up emails, escalates overdue leads, and tracks all activities inside a Google Sheets CRM dashboard.
This project was built as a capstone-style automation system to demonstrate real-world workflow automation, AI lead qualification, CRM pipeline design, follow-up automation, and sales operations optimization.
Real estate teams often receive multiple inquiries from different channels. Without automation, teams may experience:
- Slow response times
- Manual lead review and assignment
- Missed high-priority leads
- Forgotten follow-ups
- No clear activity history
- Poor visibility into pipeline status
- Delayed escalation for overdue leads
This system solves those problems by acting as an AI-powered sales coordinator that manages the lead lifecycle from intake to follow-up and escalation.
The system uses multiple connected n8n workflows and a Google Sheets CRM to automate the sales coordination process.
It can:
- Capture new lead inquiries through a webhook
- Normalize and prepare lead data
- Use OpenAI to score and classify leads as Hot, Warm, or Cold
- Assign leads to the appropriate sales agent
- Store lead records in Google Sheets
- Notify assigned agents through Telegram
- Send acknowledgement emails through Gmail
- Create first follow-up tasks automatically
- Send scheduled follow-up emails
- Update follow-up status after sending
- Escalate pending or overdue follow-ups
- Track all major activities in an activity log
- Display CRM metrics in a dashboard
| Tool | Purpose |
|---|---|
| n8n | Workflow automation and orchestration |
| OpenAI GPT-4o Mini | AI lead qualification, scoring, and recommendations |
| Google Sheets | CRM database, activity log, follow-up queue, and dashboard |
| Gmail | Automated acknowledgement and follow-up emails |
| Telegram | Agent and manager notifications |
| Webhook / Hoppscotch | Lead inquiry testing |
| Docker | Local n8n environment |
The project is divided into three main n8n workflows.
This workflow runs when a new property inquiry is submitted.
Lead Inquiry Form
↓
Normalize Lead Data
↓
AI Lead Qualification Engine
↓
Parse AI JSON Response
↓
Merge Lead + AI Data
↓
Lead Routing Decision
↓
Assign Sales Agent
↓
Create CRM Lead Record
↓
Notify Assigned Agent via Telegram
↓
Log Agent Notification
↓
Send Lead Acknowledgement Email
↓
Log Email Sent
↓
Create First Follow-Up Task
↓
Log Follow-Up Scheduled
Business purpose:
Instantly qualify, prioritize, assign, and acknowledge every new lead.
This workflow runs on a schedule and checks the Follow-Ups sheet for pending follow-up tasks.
Schedule Trigger
↓
Get Follow-Up Tasks
↓
Due Follow-Up?
↓
Send Follow-Up Email
↓
Update Follow-Up Status
↓
Activity Log: Follow-Up Sent
Business purpose:
Ensure leads receive timely follow-up emails without manual reminders.
This workflow checks pending follow-ups and escalates leads that need attention.
Schedule Trigger
↓
Get Pending Follow-Ups
↓
Overdue Follow-Up?
↓
Notify Manager / Agent via Telegram
↓
Update Escalation Status
↓
Activity Log: Escalation Sent
Business purpose:
Prevent leads from being forgotten by alerting the team when follow-ups need attention.
OpenAI analyzes each lead based on:
- Property type
- Budget
- Timeline
- Message intent
- Buying urgency
- Request for viewing or call
- Overall lead quality
The AI returns structured JSON with:
| Field | Description |
|---|---|
| Lead Score | Numeric score from 0–100 |
| Lead Temperature | Hot, Warm, or Cold |
| Priority | High, Medium, or Low |
| Qualification Reason | Short explanation of the classification |
| Recommended Action | Suggested next action for the sales agent |
| Suggested Agent Type | Recommended sales specialty |
{
"name": "Maria Lopez",
"email": "maria@example.com",
"phone": "09171234567",
"property_type": "Residential",
"budget": "8000000",
"timeline": "Within 30 days",
"message": "I am looking for a 3-bedroom house in Cavite and I want to schedule a viewing soon."
}{
"lead_score": 85,
"lead_temperature": "Hot",
"priority": "High",
"qualification_reason": "Maria has a clear intent to purchase a 3-bedroom house, within a short timeline and a strong budget.",
"recommended_action": "Schedule a property viewing for Maria as soon as possible.",
"suggested_agent_type": "Residential"
}Leads are routed based on AI qualification and property type.
| Lead Type | Assigned Agent |
|---|---|
| Hot + Residential / Condo | Anna Santos |
| Hot + Commercial / Land | Bob Reyes |
| Warm Lead | Bob Reyes |
| Cold Lead | Carl Cruz |
Each assigned lead includes:
- Assigned agent
- Agent email
- Agent phone
- Assigned date
- Agent specialty
- Lead status
The Google Sheets CRM contains multiple sheets:
| Sheet | Purpose |
|---|---|
| Leads | Main lead database |
| Activity Log | Audit trail of all major sales actions |
| Follow-Ups | Follow-up task queue |
| Dashboard | CRM metrics and visual reporting |
| Lists | Dropdown values and reference data |
Stores the main lead record, including:
- Lead ID
- Date Created
- Name
- Phone
- Property Type
- Budget
- Timeline
- Message
- Lead Score
- Lead Temperature
- Priority
- Qualification Reason
- Recommended Action
- Assigned Agent
- Lead Status
- Follow-Up Status
- Appointment Status
- Outcome
- Escalation Status
Logs every important action, including:
- Lead assigned
- Agent notified
- Acknowledgement email sent
- Follow-up scheduled
- Follow-up email sent
- Escalation sent
Each log entry includes:
- Timestamp
- Lead ID
- Activity Type
- Description
- Agent
- Status
- Notes
Stores follow-up tasks and automation status.
Important columns include:
- Lead ID
- Lead Name
- Lead Email
- Follow-Up Number
- Scheduled Date
- Status
- Sent Date
- Assigned Agent
- Email Type
- Priority
- Notes
- Escalation Status
- Escalated Date
The system sends Telegram alerts for:
- New assigned leads
- Overdue follow-ups
- Escalation reminders
Example alert:
🚨 New Hot Lead Assigned
Lead ID: LEAD-20260610-125812
Name: Maria Lopez
Phone: 09171234567
Email: maria@example.com
Property Type: Residential
Budget: ₱8,000,000
Timeline: Within 30 days
AI Score: 85/100
Priority: High
Assigned Agent: Anna Santos
Specialty: Residential
AI Reason:
Maria has a clear intent to purchase a 3-bedroom house, within a short timeline and a strong budget.
Recommended Action:
Schedule a property viewing for Maria as soon as possible.
The project includes automated Gmail messages.
| Email Type | Trigger | Purpose |
|---|---|---|
| Lead Acknowledgement Email | Immediately after lead intake | Confirms the inquiry was received |
| Follow-Up Email | When a pending follow-up task is due | Re-engages the lead and offers next steps |
| Escalation Alert | When follow-up needs attention | Notifies manager or agent through Telegram |
The Google Sheets dashboard shows live CRM metrics, including:
- Total leads
- Hot leads
- Warm leads
- Cold leads
- High-priority leads
- Assigned leads
- Pending follow-ups
- Sent follow-ups
- Escalated follow-ups
- Total activities logged
- Leads per agent
- Pipeline status
- Follow-up status
- Activity log summary
This system helps a sales team:
- Respond to leads faster
- Prioritize high-intent buyers
- Reduce manual CRM updates
- Improve follow-up consistency
- Prevent missed opportunities
- Create a reliable activity audit trail
- Give managers better pipeline visibility
- Automate repetitive sales coordination tasks
Estimated manual work reduced:
5–15 minutes per lead → automated in seconds
Shows the main workflow that captures a new lead, qualifies it using AI, assigns the lead to the right agent, creates the CRM record, sends notifications, creates the first follow-up task, and logs all activities.
Shows the scheduled workflow that reads pending follow-up tasks, sends follow-up emails, updates the Follow-Ups sheet, and logs the completed follow-up activity.
Shows the scheduled escalation workflow that checks pending or overdue follow-ups, notifies the manager or assigned agent through Telegram, updates the escalation status, and logs the escalation event.
Agent and escalation notifications sent automatically through Telegram.
Automated Gmail messages sent to leads.
CRM database, activity log, follow-up queue, and dashboard powered by Google Sheets.
AI-Sales-Coordinator-System/
│
├── README.md
│
├── workflows/
│ ├── lead-intake-sales-coordination.json
│ ├── follow-up-automation-engine.json
│ └── escalation-lead-recovery-engine.json
│
├── screenshots/
│ ├── workflow-lead-intake-sales-coordination.png
│ ├── workflow-follow-up-automation.png
│ ├── workflow-escalation-engine.png
│ ├── telegram-lead-alert.png
│ ├── telegram-escalation-alert.png
│ ├── email-lead-acknowledgement.png
│ ├── email-follow-up.png
│ ├── google-sheets-leads.png
│ ├── google-sheets-activity-log.png
│ ├── google-sheets-follow-ups.png
│ └── google-sheets-dashboard.png
│
├── crm-template/
│ └── AI-Sales-Coordinator-System-CRM.xlsx
│
└── docs/
└── architecture-overview.md
Completed:
- Phase 1 — AI Lead Qualification & CRM Foundation
- Phase 2 — Agent Notification, Lead Acknowledgement & Activity Logging
- Phase 3 — Follow-Up Automation Engine
- Phase 4 — Escalation & Lead Recovery Engine
- Phase 5 — Dashboard & Portfolio Polish
For a production setup, the following improvements are recommended:
- Add unique Follow-Up IDs for safer row updates
- Add due-date filtering before sending follow-up emails
- Change test schedule triggers to daily or business-hour schedules
- Replace demo emails and phone numbers with real team contacts
- Add error handling and failure notifications
- Move from Google Sheets to a dedicated CRM database when scaling
- Add authentication or form validation before accepting lead data
Planned improvements:
- Add multiple follow-up sequences
- Add Google Calendar appointment booking
- Add lead response tracking
- Add CRM status update form for agents
- Add Slack or WhatsApp notifications
- Add AI-generated personalized follow-up messages
- Add conversion reporting
- Add lead response time tracking
- Migrate from Google Sheets to Supabase or HubSpot
Alieza San Diego
AI Automation Specialist | n8n • OpenAI • CRM Automation • Workflow Design
Specializing in AI-powered workflow automation for business operations, CRM systems, and repetitive process automation.
This project uses Premier Realty as a fictional demo company for portfolio and capstone purposes. Sample leads, agent names, contact details, and business data are used for demonstration and testing only.