Real Estate Property Matching & Lead Management with Airtable, Gmail and Slack

The workflow JSON

Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →

{
  "nodes": [
    {
      "id": "64d1ae53-8868-4b7f-8e9b-68626d15aef3",
      "name": "Capture Lead",
      "type": "n8n-nodes-base.webhook",
      "position": [
        -1392,
        288
      ],
      "parameters": {
        "path": "property-match",
        "options": {},
        "httpMethod": "POST",
        "responseMode": "responseNode"
      },
      "typeVersion": 2.1
    },
    {
      "id": "3bdb4234-d07e-43ae-9aac-d1c1eb5d7d8f",
      "name": "Structure & Clean Data",
      "type": "n8n-nodes-base.set",
      "position": [
        -1200,
        288
      ],
      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "2f5c08e6-480b-419e-b077-6eb8f741ded3",
              "name": "body.budget",
              "type": "string",
              "value": "={{ $json.body.budget }}"
            },
            {
              "id": "90e7fc8d-2188-45b9-847c-8ce3caa77fd0",
              "name": "body.city",
              "type": "string",
              "value": "={{ $json.body.city }}"
            },
            {
              "id": "08fbe007-e278-4a6d-9abb-e61c01657e56",
              "name": "body.property_type",
              "type": "string",
              "value": "={{ $json.body.type }}"
            }
          ]
        }
      },
      "typeVersion": 3.4
    },
    {
      "id": "fc5fd614-c9c4-4dcb-9e77-7f7a647c85cf",
      "name": "Formula Creation",
      "type": "n8n-nodes-base.code",
      "position": [
        -992,
        288
      ],
      "parameters": {
        "jsCode": "const input = items[0].json.body || items[0].json;\n\n// --- User Inputs ---\nconst searchTerm = (input.property_type || \"\").trim(); // e.g. \"3BHK\"\nconst city = (input.city || \"\").replace(/\"/g, '\\\\\"');\nconst budgetStr = (input.budget || \"\").toString().replace(/[\u20b9,]/g, \"\");\nconst budget = parseInt(budgetStr, 10);\n\n// --- Budget range (\u00b15%) ---\nconst lowerLimit = Math.floor(budget * 0.95);\nconst upperLimit = Math.ceil(budget * 1.05);\n\nconst formula = `AND(\n  FIND(LOWER(\"${searchTerm}\"), LOWER({Title})) > 0,\n  {Location} = \"${city}\",\n  OR(\n    VALUE(SUBSTITUTE(SUBSTITUTE({Price}, \"\u20b9\", \"\"), \",\", \"\")) <= ${budget},\n    AND(\n      VALUE(SUBSTITUTE(SUBSTITUTE({Price}, \"\u20b9\", \"\"), \",\", \"\")) >= ${lowerLimit},\n      VALUE(SUBSTITUTE(SUBSTITUTE({Price}, \"\u20b9\", \"\"), \",\", \"\")) <= ${upperLimit}\n    )\n  )\n)`;\n\n// --- Return ---\nreturn [{ json: { formula } }];\n"
      },
      "typeVersion": 2
    },
    {
      "id": "172dc29f-ee03-4c5f-b58d-f103fbb23d0a",
      "name": "Check Match Availability",
      "type": "n8n-nodes-base.if",
      "position": [
        -512,
        288
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "f2371a14-812c-4ff5-b602-2ef349211b4f",
              "operator": {
                "type": "string",
                "operation": "notEmpty",
                "singleValue": true
              },
              "leftValue": "={{ $json.id }}",
              "rightValue": ""
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "36fc778c-c07c-478a-8843-e72a3db96374",
      "name": "Generate Email Template",
      "type": "n8n-nodes-base.code",
      "position": [
        -288,
        208
      ],
      "parameters": {
        "jsCode": "function generatePropertyCard(property) {\n  const images = (property.Images || []).map(img =>\n    `<img src=\"${img.url}\" alt=\"${property.Title}\" style=\"width:100%; max-width:250px; border-radius:8px; margin:5px;\" />`\n  ).join(\"\");\n\n  const features = (property.Features || []).map(f =>\n    `<li style=\"margin:4px 0;\">\u2714\ufe0f ${f}</li>`\n  ).join(\"\");\n\n  return `\n    <tr>\n      <td style=\"padding:20px; border:1px solid #ddd; border-radius:12px;\">\n        <h2 style=\"color:#2c3e50; margin-bottom:8px;\">${property.Title || \"Property\"}</h2>\n        <p style=\"margin:4px 0; font-size:14px; color:#555;\">\n          \ud83d\udccd ${property.Location || \"-\"} | \ud83c\udfe0 ${property.Type || \"-\"}<br/>\n          \ud83d\udcb0 <strong>${property.Price || \"-\"}</strong><br/>\n          \ud83d\udecf\ufe0f ${property.Bedrooms || \"-\"} | \ud83d\udec1 ${property.Bathrooms || \"-\"} | \ud83d\udcd0 ${property[\"Size (sqft)\"] || \"-\"} sqft\n        </p>\n        <div style=\"margin:10px 0; display:flex; flex-wrap:wrap; gap:8px;\">\n          ${images}\n        </div>\n        <ul style=\"padding-left:18px; margin:10px 0; font-size:14px; color:#333;\">\n          ${features}\n        </ul>\n        <p style=\"font-size:13px; color:#888;\">\n          \ud83d\udc64 Suggested for: <em>${property[\"Suggested Buyer Type\"] || \"N/A\"}</em> <br/>\n          \ud83c\udff7\ufe0f Luxury Property: <strong>${property[\"Is Luxury Property?\"] || \"No\"}</strong>\n        </p>\n        <a href=\"https://your-website.com/property/${property.ID || \"\"}\" \n           style=\"background:#007bff; color:#fff; padding:10px 20px; border-radius:6px; text-decoration:none; font-size:14px;\">\n           View More Details\n        </a>\n      </td>\n    </tr>\n  `;\n}\n\n// Build full email HTML\nconst properties = items.map(i => i.json);\nconst emailHtml = `\n<!DOCTYPE html>\n<html>\n<head>\n  <meta charset=\"UTF-8\" />\n  <title>Matched Properties</title>\n</head>\n<body style=\"font-family:Arial,sans-serif; background:#f9f9f9; padding:20px;\">\n  <table align=\"center\" width=\"600\" style=\"background:#fff; padding:20px; border-radius:12px; border:1px solid #eee;\">\n    <tr>\n      <td>\n        <h1 style=\"color:#333;\">\ud83c\udfe1 Your Matched Properties</h1>\n        <p style=\"color:#666; font-size:14px;\">We\u2019ve found some great properties that match your preferences:</p>\n      </td>\n    </tr>\n    ${properties.map(generatePropertyCard).join(\"\")}\n    <tr>\n      <td style=\"padding:20px; text-align:center; font-size:12px; color:#999;\">\n        \u00a9 ${new Date().getFullYear()} Property Finder | All Rights Reserved\n      </td>\n    </tr>\n  </table>\n</body>\n</html>\n`;\n\nreturn [{ json: { html: emailHtml } }];"
      },
      "typeVersion": 2
    },
    {
      "id": "dcb25710-b773-4081-96f9-c6183cf08a4f",
      "name": "Send Property Details",
      "type": "n8n-nodes-base.gmail",
      "position": [
        0,
        304
      ],
      "parameters": {
        "sendTo": "={{ $('Capture Lead').first().json.body.email }}",
        "message": "={{ $json.html }}",
        "options": {
          "appendAttribution": false
        },
        "subject": "=\ud83c\udfe1 Properties Matching Your Requirements"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "72c5e30d-ebf1-4632-a555-2ee4c07d394f",
      "name": "Append Lead Data",
      "type": "n8n-nodes-base.airtable",
      "position": [
        320,
        208
      ],
      "parameters": {
        "base": {
          "__rl": true,
          "mode": "list",
          "value": "appe77qnWMLUWfKEe",
          "cachedResultUrl": "https://airtable.com/appe77qnWMLUWfKEe",
          "cachedResultName": "Property Matching(Real Estate)"
        },
        "table": {
          "__rl": true,
          "mode": "list",
          "value": "tbljB7wf7ccn3YjkE",
          "cachedResultUrl": "https://airtable.com/appe77qnWMLUWfKEe/tbljB7wf7ccn3YjkE",
          "cachedResultName": "Buyers"
        },
        "columns": {
          "value": {
            "City": "={{ $('Capture Lead').first().json.body.city }}",
            "Name": "={{ $('Capture Lead').first().json.body.name }}",
            "Email": "={{ $('Capture Lead').first().json.body.email }}",
            "Budget": "={{ $('Capture Lead').first().json.body.budget }}",
            "Status": "New",
            "Lead Source": "Other",
            "Matched Properties": "={{ $('Fetch Properties Required & \u00b1 5% budget range').first().json.Title }}",
            "Preferred Property Type": "={{ $('Capture Lead').first().json.body.type }}"
          },
          "schema": [
            {
              "id": "Name",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Name",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Email",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Email",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Budget",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Budget",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "City",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "City",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Preferred Property Type",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Preferred Property Type",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Matched Properties",
              "type": "string",
              "display": true,
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Matched Properties",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Lead Source",
              "type": "options",
              "display": true,
              "options": [
                {
                  "name": "Website",
                  "value": "Website"
                },
                {
                  "name": "Referral",
                  "value": "Referral"
                },
                {
                  "name": "Agent",
                  "value": "Agent"
                },
                {
                  "name": "Walk-in",
                  "value": "Walk-in"
                },
                {
                  "name": "Social Media",
                  "value": "Social Media"
                },
                {
                  "name": "Other",
                  "value": "Other"
                }
              ],
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Lead Source",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Status",
              "type": "options",
              "display": true,
              "options": [
                {
                  "name": "New",
                  "value": "New"
                },
                {
                  "name": "Contacted",
                  "value": "Contacted"
                },
                {
                  "name": "Viewing Scheduled",
                  "value": "Viewing Scheduled"
                },
                {
                  "name": "Offer Made",
                  "value": "Offer Made"
                },
                {
                  "name": "Closed",
                  "value": "Closed"
                },
                {
                  "name": "Not Interested",
                  "value": "Not Interested"
                }
              ],
              "removed": false,
              "readOnly": false,
              "required": false,
              "displayName": "Status",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            }
          ],
          "mappingMode": "defineBelow",
          "matchingColumns": [],
          "attemptToConvertTypes": false,
          "convertFieldsToString": false
        },
        "options": {},
        "operation": "create"
      },
      "typeVersion": 2.1
    },
    {
      "id": "36ef382d-1993-4ea7-9357-156fdde59faf",
      "name": "Notify Sales Agent",
      "type": "n8n-nodes-base.slack",
      "position": [
        320,
        368
      ],
      "parameters": {
        "text": "=:tada: New Lead Alert! :tada:\n\nA new lead has been captured. Here are the details:\n\n\ud83d\udc64 Name: {{ $('Capture Lead').first().json.body.name }}\n\n\ud83d\udcde Phone: {{ $('Capture Lead').first().json.body.phone }}\n\n\ud83d\udce7 Email: {{ $('Capture Lead').first().json.body.email }}\n\n\ud83d\udccd Location: {{ $('Capture Lead').first().json.body.city }}\n\n\ud83c\udfe0 Interest: {{ $('Capture Lead').first().json.body.type }}\n\nPlease reach out to this lead as soon as possible!",
        "select": "channel",
        "channelId": {
          "__rl": true,
          "mode": "list",
          "value": "C090F70N52M",
          "cachedResultName": "website-uptime"
        },
        "otherOptions": {}
      },
      "credentials": {
        "slackApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.3
    },
    {
      "id": "9d189a53-c713-4823-9f09-b6c722bf371e",
      "name": "Send Lead Confirmation Message",
      "type": "n8n-nodes-base.respondToWebhook",
      "position": [
        320,
        528
      ],
      "parameters": {
        "options": {},
        "respondWith": "json",
        "responseBody": "{\n  \"Response\": \"Great news! We\u2019ve found matching properties so Please check your email \u2014 we\u2019ve sent the property details \ud83d\udce9\"\n}"
      },
      "typeVersion": 1.4
    },
    {
      "id": "9875183f-c879-4036-b048-531dcab34af9",
      "name": "No Properties Found Respond",
      "type": "n8n-nodes-base.respondToWebhook",
      "position": [
        -288,
        352
      ],
      "parameters": {
        "options": {},
        "respondWith": "json",
        "responseBody": "{\n  \"Response\": \"Sorry, we couldn\u2019t find any properties matching your exact requirements. Please try adjusting your budget or property preferences\"\n}"
      },
      "typeVersion": 1.4
    },
    {
      "id": "bf56b3b0-9c66-47ff-86d7-76be428ec26f",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1888,
        480
      ],
      "parameters": {
        "color": 5,
        "width": 432,
        "height": 352,
        "content": "## Sample Data & Resources\n\nhttps://airtable.com/appe77qnWMLUWfKEe/shrQ9t6tboCuNkswq\n\n### Webhook Payload:\n\n{\n    \"name\":\"Suresh\",\n    \"email\":\"johndeo@gmail.com\",\n    \"city\": \"Delhi\",\n    \"phone\":\"9836462538\",\n    \"type\": \"3BHK Apartment\",\n    \"budget\": \"4300000\" \n}"
      },
      "typeVersion": 1
    },
    {
      "id": "5f7bfac5-2d21-4c20-9f01-828291f39b86",
      "name": "Fetch Properties Required & \u00b1 5% budget range",
      "type": "n8n-nodes-base.airtable",
      "position": [
        -736,
        288
      ],
      "parameters": {
        "base": {
          "__rl": true,
          "mode": "list",
          "value": "appe77qnWMLUWfKEe",
          "cachedResultUrl": "https://airtable.com/appe77qnWMLUWfKEe",
          "cachedResultName": "Property Matching(Real Estate)"
        },
        "table": {
          "__rl": true,
          "mode": "list",
          "value": "tblWdmd25jGWaqPd3",
          "cachedResultUrl": "https://airtable.com/appe77qnWMLUWfKEe/tblWdmd25jGWaqPd3",
          "cachedResultName": "Properties"
        },
        "options": {},
        "operation": "search",
        "filterByFormula": "={{ $json.formula }}"
      },
      "typeVersion": 2.1,
      "alwaysOutputData": true
    },
    {
      "id": "c8209aa6-488f-4606-9b9f-89b3472cacf3",
      "name": "Workflow Overview",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1888,
        96
      ],
      "parameters": {
        "width": 436,
        "height": 368,
        "content": "## How it works\n1. Captures and structures the lead data\n2. Builds a dynamic Airtable formula to search properties matching their criteria (exact budget or \u00b15% range)\n3. Fetches matching properties from Airtable\n4. If matches found: generates a beautiful HTML email with property cards and sends it to the lead\n5. Logs the lead in Airtable and notifies the sales team via Slack\n6. Returns appropriate confirmation messages\n\n## Setup steps\n1. **Airtable**: Connect your Airtable account \n2. **Gmail**: Authenticate Gmail OAuth2 \n3. **Slack**: Connect Slack OAuth2 "
      },
      "typeVersion": 1
    },
    {
      "id": "07fbbd79-70f4-4d3a-8f17-f25cd876be78",
      "name": "Lead Intake Section",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1440,
        96
      ],
      "parameters": {
        "color": 7,
        "width": 600,
        "height": 412,
        "content": "## Lead Intake\nCaptures incoming lead data via webhook and structures it for processing (budget, city, property type)."
      },
      "typeVersion": 1
    },
    {
      "id": "d270e4b8-61f5-43da-872f-060000b53db3",
      "name": "Property Search Section",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -832,
        96
      ],
      "parameters": {
        "color": 7,
        "width": 712,
        "height": 412,
        "content": "## Property Search Engine\nBuilds Airtable formula with \u00b15% budget flexibility, searches properties database, and validates if matches exist."
      },
      "typeVersion": 1
    },
    {
      "id": "444b2b72-c453-4dc8-8a5f-dac5996acd97",
      "name": "Success Response Section",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -112,
        96
      ],
      "parameters": {
        "color": 7,
        "width": 816,
        "height": 604,
        "content": "## Success Flow\nGenerates HTML email with property cards, sends to lead, logs in Airtable, notifies sales team, and respond to webhook."
      },
      "typeVersion": 1
    }
  ],
  "connections": {
    "Capture Lead": {
      "main": [
        [
          {
            "node": "Structure & Clean Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Formula Creation": {
      "main": [
        [
          {
            "node": "Fetch Properties Required & \u00b1 5% budget range",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send Property Details": {
      "main": [
        [
          {
            "node": "Append Lead Data",
            "type": "main",
            "index": 0
          },
          {
            "node": "Notify Sales Agent",
            "type": "main",
            "index": 0
          },
          {
            "node": "Send Lead Confirmation Message",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Structure & Clean Data": {
      "main": [
        [
          {
            "node": "Formula Creation",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Generate Email Template": {
      "main": [
        [
          {
            "node": "Send Property Details",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Check Match Availability": {
      "main": [
        [
          {
            "node": "Generate Email Template",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "No Properties Found Respond",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Fetch Properties Required & \u00b1 5% budget range": {
      "main": [
        [
          {
            "node": "Check Match Availability",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• gmailOAuth2
• slackApi

About this workflow

Real estate leads move fast. Manually matching buyer requirements with available properties, sending details, updating CRM records, and notifying sales teams often causes delays and missed opportunities.

Source: https://n8n.io/workflows/11914/ — original creator credit. Request a take-down →

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