Autonomous Automotive Sales Intake System

The challenge

Bookings, sales questions and complaints arrived as unstructured emails in one inbox. Each needed a consistent process and a traceable record.

Objective

Capture, classify, price and route inquiries, with human review for sensitive cases and an audit trail from receipt to response.

The solution

A 33-node n8n workflow connects Gmail, Gemini, Google Sheets, HubSpot and Slack. It skips duplicates, assigns tracking references and extracts customer, vehicle and service details.

• Price estimates come from an approved Google Sheets matrix; missing data is marked insufficient.
• Refund, legal and fraud-related inquiries route to human review without an automatic reply.
• HubSpot records, Slack notifications and a Sheets activity log keep the process traceable.

Key features

• Inquiry identificationEvery message is assigned an inquiry ID and tracking number, so a case can be referenced end-to-end — in Slack, the CRM and the activity log.
• AI data extractionStructured extraction of customer, vehicle and service data with an explicit 'never guess' rule — missing data is marked insufficient, never invented.
• Pricing without hallucinationA vehicle-tier and service lookup against an approved pricing matrix returns real estimates and refuses to price what it can't match.
• Sensitivity-aware routingRefund, legal and escalation cases are flagged automatically and routed to human review with no auto-reply; standard inquiries get an immediate, professional answer.
• Full traceabilityHubSpot deals embed tracking references, and a Master Activity Log records status at every stage — from the original message to the final reply.
• Idempotent processingA data-store check prevents the same message from being processed or replied to twice, even with a crash or retry.