Inbound Router: demo request to the right rep in five minutes
Three n8n workflows that get a demo request to the right rep in minutes, watch the response clock, and hand qualified leads straight into the pipeline.
The problem
A demo request is the warmest lead a company gets, and it usually waits. It lands in a shared inbox, someone decides who owns it, someone else looks up the company, and by the time a rep replies the buyer has booked with a competitor.
The fix is not more alerts. It is deciding fit and ownership the moment the form is submitted, then making the response time visible.
What I built
- I1Intake, scoring and routingThe form submission is cleaned up and checked for duplicates. Claude reads the company website and classifies the business. Code turns that, plus team size, role, intent, region and email domain, into a fit score out of 100. Tier A gets a 5 minute SLA, Tier B gets 60. Every lead lands in Notion. Tier A and B leads go to the rep with the fewest open leads and get a reply drafted in Gmail for that rep to send.
- I2SLA watch and handoffEvery 5 minutes it checks open leads. A first response inside the SLA is marked Met. A lead left waiting past its SLA is marked Breached, flagged Escalated and emailed to a manager. When a rep marks a lead Qualified, it creates a Discovery deal in the Revenue Desk pipeline, linked back to the lead.
- I3Weekly speed-to-lead reportEvery Monday: median response time, share within SLA, breaches by owner and qualified leads, written up as a Notion page.
What broke and what I changed
First versionA strong test lead scored lower than it should have. The company website blocked the fetch, so the model had nothing to classify and company type fell back to "unknown".
FixThe fetch now sends normal browser headers, and an unknown company type scores low instead of guessing.
Design choiceLetting the model pick the tier would make every score hard to explain to a sales manager.
What I didThe model only labels facts (company type, role, intent). The points table and the tier cut-offs live in code, where anyone can read them.
What the test run showed
Six synthetic demo requests, using real company websites with made-up people and example.com emails, went through intake, scoring and routing. Duplicate emails with an open lead are skipped, so the test can be re-run without creating copies.
When the Lattice test lead was marked Qualified, I2 created a Discovery deal in the Revenue Desk pipeline with a $35,000 estimate from its 21 to 50 rep sales team, linked to the lead. The SLA escalation and the Monday report are built but not yet tested end to end, and I will not claim they are.
The trade-off
Response time is read from the first time a rep touches the lead in Notion, so it measures action in the CRM, not the email itself. A rep who replies from their inbox and never updates the lead will look slow. The fix is a habit, or a Gmail sync, not a smarter score.
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