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Julius Dela Peña

Selected WorkProject 04AI Systems

AI Lead Intake &Client Onboarding.

n8n and OpenAI workflows connected to GoHighLevel, from new-lead review to won-client task planning.

An AI agent prepares a structured report on each new lead for approval, and a second workflow turns a won client into a scoped service task list in the CRM.

  • n8n
  • OpenAI
  • GoHighLevel
  • Gmail

04Project
of 15

Project overview
n8n workflow routing a GoHighLevel form submission through an AI agent to approval and confirmation emailsOpen the full AI Lead Intake & Client Onboarding (opens in a new tab)
01Lead intake · n8n
n8n workflow that validates a won client, generates service tasks with an AI agent and creates them in GoHighLevelOpen the full Client Won → Service Tasks (opens in a new tab)
02Client Won → Service Tasks
Context
Lead intake and client onboarding, on GoHighLevel
Domain
AI workflow automation
Scope
New lead through won-client tasks
Status
Workflows built in n8n

01The Challenge

Every lead reviewed. Every client set up.

New leads arriving through GoHighLevel forms needed reviewing, qualifying and recording in the CRM — and once a client was won, their service tasks still had to be planned and set up.

The goal

Prepare each lead for a person’s decision, and set up a won client’s tasks automatically.

n8n workflow routing a GoHighLevel form submission through an AI agent to approval and confirmation emailsOpen the full Lead intake · n8n capture (opens in a new tab)

The lead intake workflow in n8n: webhook, rule-based router, AI agent, then approval, CRM update and confirmation.

02Two Workflows

An AI-prepared report, sent for approval.

Two n8n workflows: an AI agent that prepares a structured report on each new lead for approval, and a service-task agent that turns a won client into a scoped task list in GoHighLevel.

Rules run first; the AI prepares; a person decides.

Workflow spec

Trigger
A GoHighLevel form submission, or a client marked as won
AI
OpenAI agents: the lead report and the service tasks
Approval
The CEO reviews each lead report

03How It Works

From form to approval. From won to tasks.

Four steps across both workflows.

  1. Capture

    A GoHighLevel webhook starts each workflow: a form submission, or a client marked as won.

    Webhook

  2. Check & route

    Rules first: form data is normalised and routed; a won client must be paid and approved, behind a duplicate gate.

    Rules

  3. AI agents

    An OpenAI agent writes a structured lead report; a GPT-4o agent with a structured output parser selects service modules and tasks.

    AI-assisted

  4. Approve & create

    The CEO receives the lead report for approval; service tasks are created in GoHighLevel and a summary is emailed.

    Human approval

The second workflow

04Architecture

Two lanes. One CRM.

Lead intake on the top lane, client onboarding below; both start and end in GoHighLevel, with rules before every AI step.

  1. 01Capture

    • Lead intakeGoHighLevel form webhook
    • OnboardingClient-won webhook

  2. 02Check

    • RulesNormalise and rule-based router
    • RulesPaid / approved check and duplicate gate

  3. 03AI

    • AI · OpenAIAI agent: structured lead report
    • AI · GPT-4oService-task agent

  4. 04Decide & deliver

    • Approval requiredCEO approval email (Human approval gate)
    • CRM · summary emailTasks created in GoHighLevel
  • Workflow step
  • Human approval gate

Rules run before every AI step. The AI prepares the lead report and the task list; the CEO approves each lead.

05Human Review

The AI prepares. A person approves.

The AI prepares the report. The approval decision stays with a person.

Implementation statusBuilt in n8n

  • Lead intake and AI lead reportBuilt
  • CEO approval emailBuilt
  • Won-client task generationBuilt
  • Duplicate gate and error alertsBuilt

Controls in the workflows

Approval
The CEO reviews each AI lead report by email; the GoHighLevel contact is updated with approval fields.
Rules first
Form data is normalised and routed by rules before the AI agent sees it.
Duplicates
A processed gate stops a won client being run twice.
Errors
A failed CRM update raises an alert; onboarding errors are escalated to the project manager.

06The Stack

Four tools, each with a clear role.

Roles over logos. Only integrations that exist in the build are listed.

  • n8n

    Runs both workflows, routing and error handling

  • OpenAI

    Lead analysis and service-task generation

  • GoHighLevel

    Form source, contact fields and created tasks

  • Gmail

    Approval, confirmation, summary and error emails

07The Outcome

What the workflows do.

Leads arrive AI-prepared for review, onboarding tasks are created automatically, and every decision stays with a person.

An AI agent prepares a structured report on each new lead for approval, and a second workflow turns a won client into a scoped service task list in the CRM.

My role

  • Workflow Design
  • AI Workflow Implementation
  • CRM Integration

Delivered capability

  • Turns each new lead into a structured AI report, ready for review
  • Sends every lead report to the CEO for approval
  • Creates a scoped service task list when a client is won
  • Stops duplicate runs and escalates errors

Contact

Have a workflow, dashboard or CRM that needs fixing? Let’s talk.

Available for new projects

Tell me about the operation, the systems involved and where the work gets stuck. A short call is usually enough to see whether I can help.

Book a call (opens in a new tab)Email me