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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.

01Context

01Project type
Automation project
02Tools
  • n8n
  • OpenAI
  • GoHighLevel
  • Gmail

02Problem

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.

03Build highlights

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.

03Lead Intake & Approval

An AI-prepared lead report, sent for approval.

A GoHighLevel form submission arrives by webhook. The workflow normalises the data and passes it through a rule-based router to an AI agent built on an OpenAI chat model.

The agent analyses the lead and extracts a structured marketing report. From there the flow branches: an approval email goes to the CEO for review, the GoHighLevel contact is updated with approval fields, and the client receives a confirmation email.

Flow

  1. GoHighLevel form webhook
  2. Normalise form data
  3. Rule-based agent router
  4. AI agent extracts a structured report
  5. Approval email, CRM update and client confirmation
  6. Error alert if the CRM update fails

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

03Client Won → Service Tasks

A scoped task plan when a client is won.

When a client is marked as won in GoHighLevel, the workflow checks that they are paid and approved, reads their contact tags and stops duplicate runs with a processed-gate.

An AI service-task agent, using GPT-4o with a structured output parser, determines the relevant service modules and generates a task list. Each task is created in GoHighLevel, the contact is tagged, and the CEO and project manager receive a summary email. Errors are escalated to the project manager.

Flow

  1. Client-won webhook from GoHighLevel
  2. Paid / approved check and duplicate gate
  3. AI agent determines service modules
  4. Structured task list parsed and created in GoHighLevel
  5. Summary email to the CEO and project manager
n8n workflow that validates a won client, generates service tasks with an AI agent and creates them in GoHighLevelOpen full-size image: n8n workflow that validates a won client, generates service tasks with an AI agent and creates them in GoHighLevel (opens in a new tab)
Client-won task generator workflow in n8n.

03Tools

How the tools connect.

  • Orchestration

    n8n

    Runs both workflows, routing and error handling.

  • AI

    OpenAI

    Lead analysis and service-task generation.

  • CRM

    GoHighLevel

    Form source, contact fields and created tasks.

  • Email

    Gmail

    Approval, confirmation, summary and error emails.

04Result

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

Operational value

Lead review
AI-prepared
Each new lead arrives with a structured report, ready for review.
Onboarding setup
Automated
A won client gets a scoped service task list created in the CRM.
Decisions
Human-approved
The AI prepares the report; approval stays with a person.

05My role

What I was responsible for.

  1. Workflow Design
  2. AI Workflow Implementation
  3. CRM Integration
Tools
  • n8n
  • OpenAI
  • GoHighLevel
  • Gmail

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.

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