ERPNext website leads routed to the right contact by email

ERPNext website leads routed to the right contact by email

An n8n workflow for teams that run ERPNext. When a lead arrives from your website, an AI agent reads it against your
company documents and a contact sheet, decides whether it fits what you sell, and finds who should handle it. That person
gets a notification email from Outlook, with a link back to the lead.

What is inside

• workflow.json: the workflow as n8n exports it, 26 nodes. Ten are sticky notes that label its steps. It holds no
  credential. The original copy had stray text after its JSON, which Mindket's copy drops.
• README.md: these notes.

What we changed from the original copy

• The address of its author's ERPNext sat in two nodes, Get Lead Data from ERPNext and Microsoft Outlook. It is now
  <YOUR_ERPNEXT_HOST>: put your own ERPNext address there, without https://.
• The two Google Sheets tool nodes pointed at its author's files. They now point at none until you choose yours. The two
  Docs tool nodes keep their you-must-provide-the-doc-id text for you to replace.
• The example inside the agent's system message named its author's company, a person and an email address. They now read
  Example Co, Alex Morgan, Northwind Ltd and employee@example.com.
• Inquiry is Valid? compared the agent's answer with the invalid-lead sentence in bold, two asterisks on each side.
  The prompt shows the sentence without them, so a plain answer would have counted as valid and gone on to an email with no
  recipient. The check now passes an answer unless it contains Invalid Lead.
• One sticky note, a credit with its author's name, a payment link and an advert for a course, is left out.
• Every credential link is gone, so select your own in each node that needs one.
• Nothing else. Its Code nodes and expressions needed no repair.

Before you start

• An n8n instance, on n8n Cloud or your own server, that your ERPNext can reach over the internet.
• An ERPNext site with an API credential for n8n, and permission to add a webhook on the Lead doctype.
• An OpenAI API key.
• A Google account with a Docs OAuth2 credential and a Sheets OAuth2 credential in n8n.
• A Microsoft account with an Outlook OAuth2 credential in n8n.
• Four Google files: a company profile, a policies document, a list of abbreviations and a contact sheet.

Set it up

1. In n8n, create a workflow, open its menu and choose Import from File. Pick workflow.json.
2. Add an ERPNext API credential and select it in Get Lead Data from ERPNext. In that node's address and in the link
   inside Microsoft Outlook, replace <YOUR_ERPNEXT_HOST> with your ERPNext address.
3. Add an OpenAI credential and select it in OpenAI Chat Model.
4. Add a Google Sheets OAuth2 credential. In Abbriviations and Company Contact Database, select it and choose a
   document and a sheet. See "The Google files" below.
5. Add a Google Docs OAuth2 credential. In Company Profile and Company Policies, select it and replace
   you-must-provide-the-doc-id with the ID of each document.
6. Add a Microsoft Outlook OAuth2 credential and select it in Microsoft Outlook.
7. In ERPNext, open Webhook and add one on the Lead doctype with the trigger set to insert. Its request must carry
   name, source and status. Use Webhook's test address first.
8. Add a test lead in ERPNext with the source Website, the status Open and a note. Check the email, then press Publish in
   n8n and switch the ERPNext webhook to the production address.

The Google files

| File | What the agent uses it for |
|---|---|
| Company Profile | Your products, services and solutions, so it can tell whether an inquiry fits |
| Company Policies | Rules it should respect when it writes the notice |
| Abbriviations | A list of abbreviations your team uses, so it reads them the way you do |
| Company Contact Database | One row for each person, with an email address and the products, solutions or services they deal with. Add that last column yourself |

How a lead runs

1. Webhook receives the lead from ERPNext, and Source Website and Status Open lets through only leads whose source
   is Website and whose status is Open.
2. Lead Body keeps the body, and Get Lead Data from ERPNext fetches the lead by its name.
3. Inquiry has Notes ends the run for a lead with no notes.
4. Customer Lead AI Agent gets the lead's name, company, source, notes, city, country and mobile number. It may look in
   the four Google files, and it answers with the contact's email, a subject and a message.
5. Inquiry is Valid? stops an answer that says the lead is invalid.
6. Fields for Outlook reads the addresses, the subject and the message out of the answer with text patterns. `Email
   Body Text Generated by AI keeps the message, and Email Body for Outlook` turns it into HTML.
7. Microsoft Outlook sends it to the addresses the agent found, with a link to the lead added at the end.

Change the result

• Which leads count: Source Website and Status Open. Remove it to include every lead.
• How the agent decides and writes: the system message of Customer Lead AI Agent, with its email template.
• Who gets the email: the rows of the contact sheet.
• The email's look: the HTML in Email Body for Outlook.
• Another way to tell people: replace Microsoft Outlook with a WhatsApp or chat node.
• The model: OpenAI Chat Model.

Good to know

• OpenAI Chat Model names no model in the file, so the node uses its own default, gpt-5-mini (n8n's repository, read
  on 12 November 2026). OpenAI's deprecations page, read the same day, lists gpt-5-mini for shutdown on 11 December
  2026, with gpt-5.6-terra as its replacement. Pick a model in the node before then.
• Webhook has no authentication set, so anyone who learns its address can post a fake lead. Add Header Auth to the node
  and to the ERPNext webhook.
• Fields for Outlook finds the recipients, the subject and the message by their labels, so the agent has to keep the
  template's **Email Address(es):**, _Subject: and Dear. An answer that drops them leaves Microsoft Outlook with no
  recipient.
• The email is sent as soon as the agent writes it, from your own Outlook account, to the address it picked. Test with a
  contact sheet that holds only your own addresses.
• The sheet tools and the Docs tools have nothing to read until you choose files. Without them the agent works from the
  lead alone.
• Lead details, your documents and the sheet rows the agent reads go to OpenAI.
• OpenAI bills one agent run for each lead, plus every tool call it makes.