AI Website Lead Handler: Contact Form to Sheet, Alert and Reply Draft
A WordPress contact form that sends every lead to n8n, where AI reads it, saves it to Google Sheets, alerts me on Discord and drafts a Gmail reply.
THE GOAL
A website contact form usually sends an email that waits in an inbox. I wanted every new lead to be read, saved and answered quickly, without copy and paste.
HOW IT WORKS
A visitor sends the contact form on my WordPress website.
n8n receives the lead right away.
Google Gemini AI reads the message and finds the project summary, deadline, city and lead priority.
The lead is saved in a Google Sheet.
If the budget is high (PKR 45,000 or more), I get an instant Discord alert with all the details.
AI writes a friendly reply and saves it in my Gmail Drafts. I check it, edit it and send it myself. Nothing is sent automatically.
WHAT I BUILT
• A custom contact form that matches the website design
• PHP code that sends the lead to n8n and keeps the webhook address private
• AI extraction and lead priority check
• An automatic Google Sheet with every lead
• An instant alert for high-budget leads
• AI reply drafts with a human check before sending
TOOLS
WordPress, Elementor, custom PHP and JavaScript, n8n, Google Gemini, Google Sheets, Gmail, Discord.
NOTE
This is a demo built on my own portfolio website with test data. I can build the same system for your business.
Website Link:😊 https://dev-pixel-growth-studio.pantheonsite.io/
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You have 500 plants in the nursery. That doesn’t mean you have 500 plants available to sell.
Some are still growing. Some are already reserved. Others are the wrong variety or pot size for the customer’s order.
For wholesale plant nurseries supplying landscapers and garden centers, a simple stock total can hide important details.
→ Growing batches get confused with sale-ready stock.
→ Different pot sizes are grouped under one plant name.
→ Sales staff promise quantities already allocated elsewhere.
→ Substitutions get discussed without a recorded customer decision.
→ Picking teams receive orders that don’t match available stock.
I can build wholesale nursery inventory software that connects plant availability, trade orders, and stock allocation.
Your team could check sale-ready quantities by variety, pot size, batch, and location before confirming an order.
The system would separate physical stock from stock available to promise after existing reservations.
Short on a particular item? Flag the shortage, propose an alternative, and capture customer approval before changing the order.
Workflow
Receive trade order → Check sale-ready stock → Allocate available quantities → Flag shortages → Approve substitutions → Release the picking list → Record dispatch.
Implementation
• Structure plant records by variety, pot size, growing batch, location, and readiness status.
• Use database transactions and locking to protect against competing allocations.
• Record stock adjustments, reservation changes, and customer substitution approvals.
• Generate picking lists from the approved allocation and update stock at dispatch.
Readiness would be confirmed by authorized nursery staff, with growing stock kept separate from sale-ready quantities.
Business benefits
✅ Clearer availability for trade customers.
✅ Better coordination between sales and nursery teams.
✅ Traceable stock reservations and substitutions.
✅ Picking lists that reflect approved quantities and plant specifications.
Expected result: One reliable view of what is growing, ready, reserved, short, or dispatched.
Already know what your nursery needs?
Send me your stock structure, trade-order process, and integration requirements, and let’s define the system.
Still coordinating orders through spreadsheets and messages?
Walk me through one order from inquiry to dispatch, and I’ll help identify the best first improvement.
Skills: Fullstack Engineer • Backend Engineer • Frontend Engineer
Tools: Next.js • Django • PostgreSQL
Visual: Concept prototype with fictional sample data.
SEO Keywords
wholesale nursery inventory software • plant nursery management system • nursery stock allocation • wholesale plant ordering portal • trade nursery software • plant availability management • nursery order management • horticulture inventory software • plant batch tracking • pot size inventory management • sale-ready plant tracking • nursery reservation system • wholesale plant stock control • garden center supplier software • landscape supplier portal • nursery picking list software • plant substitution approval • growing batch management • nursery dispatch tracking • plant stock reconciliation • available-to-promise inventory • nursery customer portal • wholesale horticulture software • nursery sales operations • plant order allocation • Next.js development services • Django development services • PostgreSQL development • custom nursery software • hire nursery software developer • nursery ERP integration • horticulture business automation • plant inventory dashboard • nursery stock adjustment tracking • trade customer ordering system • nursery inventory API • plant production readiness tracking • nursery reservation management • multi-location nursery inventory • wholesale plant catalog software • nursery order shortage tracking • plant allocation audit trail • nursery warehouse coordination • landscaping supply software • custom B2B ordering portal • nursery digital transformation • plant dispatch management system • wholesale nursery workflow automation • nursery software integration services • nursery inventory system development
#WholesaleNursery #PlantNursery #NurseryManagement #Horticulture #HorticultureTechnology #PlantInventory #NurserySoftware #WholesalePlants #TradeNursery #GardenCenterSuppliers #LandscapeSuppliers #PlantAvailability #StockAllocation #InventoryManagement #BatchTracking #OrderManagement #B2BCommerce #CustomerPortal #PickingLists #DispatchManagement #SupplyChainSoftware #BusinessAutomation #CustomSoftware #NextJS #Django #PostgreSQL #WebApplicationDevelopment #SaaSDevelopment #DigitalTransformation #NurseryOperations
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B2B Lead Generation & Prospect Research - Self-Initiated Demonstration Project
This project demonstrates my approach to B2B prospecting for a custom software development company. The process focuses on identifying the ideal customer profile, researching companies and decision-makers, identifying business pain points and buying signals, qualifying prospects, creating personalized email and LinkedIn outreach, managing follow-ups, and booking qualified sales conversations.
My approach is focused on quality and relevance rather than simply generating large lead lists. I would research each prospect, understand their business and potential software needs, personalize the outreach, track responses, and provide the sales/technical team with relevant context before a meeting.
All companies, prospect data, and scenarios shown are fictional and used solely to demonstrate methodology.
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Is your HR inbox a time-consuming "black hole" 🕳️?
I watched an HR team struggle to stay afloat while buried under a mountain of PTO requests, payroll glitches, and login issues. The "human" was being taken out of Human Resources by endless manual triage.
So, I built an AI Orchestrator to give them their time back.
Using n8n as the nervous system and GPT-4.1 as the brain, I created a workflow that:
1- Categorizes Intent: Instantly identifies if a message is a simple question or a sensitive payroll crisis.
2-Verifies Identity: Cross-checks Airtable to validate employee records in milliseconds.
3- Routes & Resolves: Seamlessly pushes data to iSolved, triggers specialized sub-workflows, or escalates complex cases to Zendesk.
The Bottom Line: No more manual sorting. No more "lost" emails. Just instant, accurate routing that lets HR focus on supporting people, not managing tickets. 🚀
What’s one manual process in your business that feels like a "black hole" for time? 🕳️
#AI (https://www.linkedin.com/search/results/all/?keywords=%23ai&origin=HASH_TAG_FROM_FEED) #Automation (https://www.linkedin.com/search/results/all/?keywords=%23automation&origin=HASH_TAG_FROM_FEED) #FutureOfWork (https://www.linkedin.com/search/results/all/?keywords=%23futureofwork&origin=HASH_TAG_FROM_FEED) #HRTech (https://www.linkedin.com/search/results/all/?keywords=%23hrtech&origin=HASH_TAG_FROM_FEED) #n8n (https://www.linkedin.com/search/results/all/?keywords=%23n8n&origin=HASH_TAG_FROM_FEED) #Efficiency (https://www.linkedin.com/search/results/all/?keywords=%23efficiency&origin=HASH_TAG_FROM_FEED)
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Your client shouldn’t be the first person to discover yesterday’s failed cleaning inspection.
For commercial cleaning companies managing multiple sites, completing an inspection is only the beginning. Someone still needs to follow up on the problems it reveals.
The gaps often look like this:
→ Inspection results sit in forms nobody checks.
→ Corrective actions have deadlines but no clear follow-up.
→ Supervisors repeatedly chase the same updates.
→ Site managers receive reminders after an issue has already escalated.
→ Closed issues keep appearing in outdated spreadsheets.
I can build an n8n cleaning inspection automation that turns open issues into trackable follow-ups.
The workflow would check your inspection records, identify overdue actions, and notify the responsible site manager using your agreed escalation rules.
Each reminder would include the site, outstanding issue, deadline, and link to the inspection record.
Workflow
Scheduled check → Read open inspections → Evaluate deadlines → Claim a unique reminder → Email the responsible manager → Record delivery status.
Items that don’t need action would exit the workflow.
Implementation
• Store inspection IDs, responsible managers, deadlines, and closure status in PostgreSQL.
• Configure site-specific deadlines, escalation intervals, and notification recipients.
• Use unique reminder records to reduce duplicate sends. Route failed or uncertain deliveries for review.
The automation would follow up on recorded issues; supervisors would remain responsible for confirming that corrective work is complete.
Business benefits
✅ Less manual chasing across multiple sites.
✅ Clear ownership of overdue actions.
✅ A traceable reminder and escalation history.
✅ More consistent follow-up as your contracts grow.
Expected result: A repeatable inspection follow-up process where unresolved issues stay visible until an authorized person closes them.
Already know your requirements?
Send me your inspection fields, escalation rules, and existing systems, and let’s scope the automation.
Need help finding the right starting point?
Share an anonymized inspection and your current follow-up process, and I’ll help map the first useful workflow.
Skills: Automation Engineer • Backend Engineer • Fullstack Engineer
Tools: n8n • PostgreSQL • Gmail
Visual: Concept workflow based on fictional sample data.
SEO Keywords
commercial cleaning automation • cleaning inspection follow-up • janitorial workflow automation • contract cleaning software • cleaning quality control • commercial cleaning operations • cleaning inspection tracking • overdue inspection reminders • corrective action tracking • cleaning supervisor notifications • multi-site cleaning management • facilities service automation • janitorial quality assurance • cleaning service reporting • inspection deadline tracking • n8n workflow development • n8n automation services • PostgreSQL integration • Gmail automation • custom cleaning workflows • cleaning company process automation • site manager reminders • inspection escalation workflow • cleaning issue resolution • cleaning contract operations • cleaning audit trail • automated internal notifications • inspection status synchronization • cleaning task follow-up • cleaning operations integration • hire n8n developer • workflow automation consultant • janitorial business automation • commercial cleaning integrations • inspection database automation • deadline-based notifications • reminder deduplication • automation error handling • cleaning team coordination • service quality tracking • inspection evidence tracking • cleaning SLA monitoring • recurring inspection automation • site-specific escalation rules • corrective action reminders • multi-location inspection workflow • cleaning business digital transformation • operational process automation • cleaning management integration services • custom inspection reminder system
#CommercialCleaning #CleaningBusiness #JanitorialServices #ContractCleaning #CleaningOperations #CleaningInspection #QualityControl #QualityAssurance #FacilitiesManagement #SiteManagement #CorrectiveActions #InspectionManagement #ServiceQuality #CleaningTechnology #BusinessAutomation #WorkflowAutomation #N8N #N8NAutomation #PostgreSQL #GmailAutomation #SystemsIntegration #ProcessAutomation #OperationsManagement #MultiSiteManagement #TaskAutomation #ServiceOperations #AutomationEngineer #CustomAutomation #DigitalTransformation #B2BServices
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Still Processing Wholesale Purchase Orders Manually? Automate Order Processing with Make.com (http://Make.com)
One incorrect purchase order can create problems across your entire distribution operation.
A wholesale customer emails a purchase order. Someone downloads the PDF, checks product codes, enters quantities into a spreadsheet, verifies inventory, and forwards the details to the warehouse.
Then another purchase order arrives with a different format.
Your employees repeat the same process.
The real problem isn't receiving orders. It's the disconnected manual work required to process every order correctly.
Common Problems Wholesale Distributors Face
Purchase orders arriving through different email formats and PDF attachments.
Manual entry of product codes, quantities, and customer information.
Incorrect or missing SKU details.
Delays identifying unavailable inventory.
Repetitive order verification and approval processes.
Limited visibility into pending and rejected purchase orders.
Slow communication between sales, procurement, and warehouse teams.
The Solution: Make.com (http://Make.com) Purchase Order Automation
I can develop a Make.com (http://Make.com) automation scenario that helps wholesale distributors process incoming purchase orders through structured data extraction, validation, inventory checks, and order tracking.
The system can combine document processing with existing business applications, reducing the need to manually transfer information between disconnected tools.
How the Workflow Works
Gmail → Make.com (http://Make.com) → OpenAI Data Extraction → JSON Validation → Inventory API → Router → Order Processing / Manual Review
Step 1 — Monitor Incoming Purchase Orders
Make.com (http://Make.com) watches a dedicated Gmail inbox for new purchase-order emails with supported attachments.
Step 2 — Extract Purchase Order Details
The workflow extracts document text and uses OpenAI to structure information such as:
Customer and company name
Purchase order number
Product SKU
Ordered quantities
Requested delivery date
Billing and shipping details
Scanned PDFs can be routed through an OCR service when necessary.
Step 3 — Validate the Data
The scenario checks required fields, verifies product codes against the product catalog, and identifies duplicate purchase-order numbers.
Step 4 — Check Inventory
Make.com (http://Make.com) calls the distributor's inventory API to retrieve available quantities for the requested products.
Step 5 — Route the Order
Using Make.com (http://Make.com) Routers and Filters:
Valid order + sufficient stock: Send the order to the configured order-management system.
Missing information or insufficient stock: Flag the order for staff review before processing.
Step 6 — Update Order Tracking
The workflow records the processing status in the connected system and can notify the responsible team when an order requires attention.
Step 7 — Customer Communication
After an order is accepted by the order-management system, the customer can receive an acknowledgment with the confirmed order reference.
Business Benefits
✅ Reduce repetitive purchase-order data entry.
✅ Identify missing information before creating orders.
✅ Improve coordination between sales and warehouse teams.
✅ Organize purchase orders in one structured process.
✅ Make inventory issues visible earlier.
✅ Support faster order review and customer communication.
✅ Create a foundation for scalable wholesale operations.
Already have an order-processing workflow in mind? → Let's connect your email, inventory software, and order-management system using Make.com (http://Make.com).
Not sure what can be automated? → Show me how your team currently handles purchase orders, and I'll help map a practical automation strategy.
SEO Keywords
Make.com (http://Make.com) Automation • Make.com (http://Make.com) Expert • Make.com (http://Make.com) Developer • Make.com (http://Make.com) Scenario Development • Wholesale Distribution Automation • Purchase Order Automation • Purchase Order Processing • Procurement Automation • Inventory Management Automation • Wholesale Business Automation • Order Management Automation • AI Document Processing • AI Data Extraction • OpenAI API Integration • PDF Data Extraction • Business Process Automation • Workflow Automation • Supply Chain Automation • Inventory API Integration • ERP Integration • Gmail Automation • No-Code Automation • Low-Code Development • Custom Make.com (http://Make.com) Scenarios • B2B Order Processing • Wholesale Operations Software • Document Validation Automation • API Integration • AI Automation Services • Automation Consultant
Result: A proposed purchase-order automation system designed to organize incoming orders, reduce manual processing, validate product information, and improve visibility across wholesale distribution operations.
#MakeCom #MakeAutomation #MakeComExpert #MakeComDeveloper #WorkflowAutomation #PurchaseOrderAutomation #OrderProcessing #WholesaleDistribution #WholesaleAutomation #ProcurementAutomation #InventoryAutomation #SupplyChainAutomation #ERPIntegration #APIIntegration #OpenAIAPI #AIDocumentProcessing #DocumentAutomation #BusinessAutomation #NoCodeAutomation #LowCodeAutomation #B2BAutomation #OperationsAutomation #GmailAutomation #DigitalTransformation #AutomationEngineer
Skills (3/3):
Business Process Automation
AI Document Processing
Systems Integration
Tools (3/3):
Make.com (http://Make.com)
OpenAI
Gmail
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What if every new lead could be handled before you even open your inbox? ⚡
This AI-powered workflow turns a new email inquiry into a structured, ready-to-handle lead — automatically.
A new inquiry arrives → AI extracts the important details → Airtable/CRM is updated → the response goes through optional human approval → a personalized email is sent → Notion is updated → the team gets notified in Slack → performance data is collected for reporting.
The goal isn't to remove people from the process. It's to remove the repetitive work around them.
This type of workflow can be customized for B2B companies, SaaS businesses, agencies, real estate, e-commerce, recruitment, consulting, customer support, healthcare, finance, education, and other service businesses.
Already know what you want to automate? → Send me your current workflow and I’ll map out how we can automate it.
Still doing repetitive work manually? → Tell me the task that consumes your team’s time, and I’ll help identify what can be automated.
#AIAutomation #AIWorkflow #AIWorkflows #AIAgents #Automation #WorkflowAutomation #BusinessAutomation #ProcessAutomation #n8n #n8nAutomation #ArtificialIntelligence #GenerativeAI #B2B #B2BAutomation #SaaS #SaaSAutomation #SalesAutomation #LeadGeneration #LeadAutomation #LeadManagement #EmailAutomation #CRMAutomation #CustomerSupport #CustomerServiceAutomation #MarketingAutomation #AgencyAutomation #RealEstateAutomation #EcommerceAutomation #RecruitmentAutomation #HRautomation #FinTech #HealthcareAutomation #EdTech #BusinessGrowth #BusinessEfficiency #DigitalTransformation #NoCode #LowCode #OpenAI #AIAgent #CRM #Airtable #Notion #Slack #Productivity #FutureOfWork
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