Built with Make.com · OpenAI GPT-4o · Airtable · Gmail · Slack
🎥 Watch Live Demo · ⭐ Star this repo if you find it useful · 🍴 Fork to use as your own starting point
LeadSync AI is a fully automated, production-ready lead capture and CRM enrichment workflow built on Make.com. The moment a prospect submits a contact form, the entire lead handling pipeline executes automatically — a personalized AI-written email lands in their inbox, their record is created and scored in the CRM, and the sales team is alerted on Slack — all within 10 seconds, with zero human involvement.
This is Workflow 1 of 6 in the Skill SYNC automation portfolio, targeting the Sales, Marketing, SaaS, and Agency industries.
| Step | What Happens |
|---|---|
| 1 | Prospect submits a contact form |
| 2 | Webhook triggers the scenario instantly |
| 3 | Lead data is logged to Airtable CRM |
| 4 | OpenAI GPT-4o writes a personalized reply email + generates a lead score (1–10) |
| 5 | JSON parser extracts the structured score and reasoning |
| 6 | Airtable record is updated with AI score and reasoning |
| 7 | Personalized email is sent to the lead via Gmail |
| 8 | Router splits flow: High Priority (score ≥ 7) or Normal Priority (score < 7) |
| 9 | Sales team receives a scored lead alert on Slack |
| 10 | Any failure triggers an immediate error alert to #errors channel |
Webhook → Airtable (Create) → OpenAI (Score + Email) → JSON Parse
→ Airtable (Update) → Gmail (Send) → Router
├── High Priority → Slack #leads
└── Normal Priority → Slack #leads
Each module → Error Handler → Slack #errors
| Tool | Role |
|---|---|
| Make.com | Workflow automation platform |
| OpenAI GPT-4o | AI email generation + lead scoring |
| Airtable | Lightweight CRM / lead database |
| Gmail | Sending personalized lead reply emails |
| Slack | Internal team alerts + error notifications |
| Tally.so | Contact form (webhook source) |
| JSON Parser | Extracting structured AI output |
leadsync-ai/
├── README.md ← You are here
├── leadsync-ai-blueprint.json ← Make.com scenario blueprint (importable)
└── LeadSync_AI_Portfolio_Case_Study.docx ← Full project case study document
You need a Make.com account (free tier works). Setup takes under 10 minutes.
Step 1 — Import the Blueprint
- Log in to make.com
- Click Create a new scenario
- Click the three-dot menu (···) in the top right
- Select Import Blueprint
- Upload
leadsync-ai-blueprint.json - The full scenario loads automatically
Step 2 — Connect Your Accounts
Reconnect each integration with your own credentials:
- Airtable — connect your base and map the fields
- OpenAI — add your API key
- Gmail — sign in via OAuth
- Slack — connect your workspace and set your #leads and #errors channels
Step 3 — Set Up Your Form
- Create a form on Tally.so (free) with fields: Name, Company, Industry, Company Size, Message
- Copy your Make.com webhook URL from the Webhooks module
- Paste it into Tally's webhook settings under Integrations
Step 4 — Test It
- Enable "Immediately as data arrives" toggle in Make.com
- Submit a test form entry
- Confirm: Airtable record created → Email received → Slack notification fired
Every lead receives a unique email generated by GPT-4o that references their specific industry, company size, and message. Not a template — a genuinely personalized response written fresh for each submission.
OpenAI evaluates each lead and returns a score from 1–10 with written reasoning. High-scoring leads are flagged for urgent follow-up. Lower-scoring leads are queued for when the team has capacity.
The Router module applies real business logic — splitting the flow based on AI score so the right leads get the right level of attention automatically.
Five dedicated error handlers protect every critical module. If anything fails — OpenAI timeout, Gmail auth error, Airtable rejection — an immediate alert fires to #errors with the error message, affected lead email, and timestamp. No lead is ever silently lost.
Failed runs are stored automatically and can be replayed with one click after the issue is resolved — without needing a new form submission.
Create an Airtable base with the following fields:
| Field Name | Type |
|---|---|
| Name | Single line text |
| Company | Single line text |
| Industry | Single line text |
| Company Size | Single line text |
| Message | Long text |
| AI Score | Number |
| AI Reason | Long text |
| Created At | Date/Time |
| Status | Single select (New, Contacted, Qualified, Closed) |
The workflow uses two prompts sent to GPT-4o:
Prompt 1 — Personalized Email
Generate a warm, concise reply email addressing the lead by first name, referencing their industry and company size, expressing interest in their specific situation, suggesting a discovery call, and signing off professionally.
Prompt 2 — Lead Score (returns structured JSON)
Evaluate this lead and return a JSON object with: score (1–10), summary (2 sentences), and pain_point (5 words max).
- ⏱️ Lead response time: hours → under 10 seconds
- 📧 100% of leads receive a personalized reply automatically
- 🗂️ Zero manual CRM data entry — all records created and enriched automatically
- 🔔 Sales team notified instantly with a pre-scored, pre-analysed lead summary
- 🛡️ No silent failures — every error surfaces immediately via Slack
- 🕐 Workflow runs 24/7 with no human intervention
| # | Workflow | Status |
|---|---|---|
| 1 | LeadSync AI — Lead Capture & CRM Enrichment | ✅ Complete |
| 2 | ContentSync AI — Social Media Content Pipeline | 🔜 Coming soon |
| 3 | SupportSync AI — Customer Support Ticket Triage | 🔜 Coming soon |
| 4 | OrderSync AI — E-Commerce Order Processing | 🔜 Coming soon |
| 5 | OnboardSync AI — Employee Onboarding Automation | 🔜 Coming soon |
| 6 | MeetSync AI — Meeting Follow-Up & CRM Update | 🔜 Coming soon |
Burhan Aslam Automation Engineer · Make.com · AI Workflows Skill SYNC Automation Agency 📧 burhanaslam944@gmail.com linkedin.com/in/burhan-aslam
This project is shared for portfolio and educational purposes. Feel free to use the blueprint as a reference or starting point for your own workflows.
Built with Make.com · May 2026