Sales recipe

Turn a website form lead into a CRM note

A lead fills in your contact form with three rambling sentences. This tidies them into a clean CRM note: who, what they want, budget if they mentioned one, and the next step.

Input	Form submission (name, email, message)
Tools	Your form tool (Typeform, Tally, Webflow), Zapier or Make, an AI step, HubSpot or Pipedrive
Time	Setup about 30 minutes. It saves the minute or two of reading and retyping each lead. That's our estimate.

Download it

n8n workflow (.json)Import in n8n: Workflows → Import from file. Then connect your credentials.
Zapier blueprint (.md)Step-by-step rebuild guide. Zapier has no public import format, so this isn't one-click.
Open the Zap editorCreate a new Zap and follow the blueprint.

The n8n file has three nodes (trigger, AI step, output) plus a read-me note. We check that its JSON structure is valid, but we haven't run every file in a live n8n instance, so test it with sample data before you switch it on.

Steps

Trigger on a new form submission.
AI step with the prompt below; ask for JSON.
Create or update the contact in the CRM; paste 'summary' into a note.
If 'urgency' is high, ping yourself in Slack.

The prompt

From this form message, return JSON: {summary (1 sentence), need, budget (null if not stated), timeline (null if not stated), urgency: low|medium|high, next_step}. Don't guess missing values. Message: {{message}}

Sample run

Example input (written for illustration)

'Hi, we run 3 dental clinics and our front desk is drowning in calls, looking to fix this before January, not sure about budget yet'

Example output (shows the format, not a real log)

{"summary":"Owner of 3 dental clinics wants to reduce front-desk call load before January.","need":"call handling","budget":null,"timeline":"before January","urgency":"medium","next_step":"Book a 20-min discovery call"}

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Where it breaks

It fills in a budget anyway. Keep the “null if not stated” rule, and spot-check the first 20 leads.
Duplicate contacts. Search the CRM by email before creating a contact.
Anything customer-facing or money-related. Keep a human approval step until you've watched a few dozen runs and trust it.

Tool names and pricing change often, so check each tool's current docs before you build. Times on this page are estimates, not measurements.

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