Implementing Your First Business Automation

Meet the dream: no more copy-pasting leads

Imagine you run a dental clinic. Every day, forms arrive with questions like “Can I get a whitening?” or “Do you do braces?”. Right now you probably copy each message into an email, search for prices, and chase them for a time slot. An automation with n8n and an AI writer can handle the first reply while you focus on care.

The three building blocks

1. Lead form: A simple form collects name, age, phone, email, and the procedure they want.
2. n8n workflow: A visual flow that listens for new form submissions, enriches the data, and calls an AI action.
3. AI-powered message: An OpenAI-style node drafts a polite, personalized reply using the form details and your pricing rules.

Step-by-step walkthrough

1. Connect the form to n8n. Use a webhook trigger node or connect to your form provider (Typeform, Webflow, custom) so every submission flows straight into n8n.
2. Keep your data tidy. Add a Set node to rename fields to something clear like patient_name or desired_procedure.
3. Call the AI writer. Add an OpenAI node. Feed it a prompt such as:

   You are the friendly coordinator of Bright Smile Dental. Write a short email thanking {{patient_name}} for asking about {{desired_procedure}}. Include:
   - A custom price estimate based on our price list (paste it below).
   - Available appointment windows from {{available_slots}}.
   - A reminder to call us at 555-123-4567 if they prefer speaking.
   Reply in a warm but professional tone.
   

4. Send the email. Use an Email Send node (SMTP, Gmail, or your provider) to deliver the AI-crafted message to the patient automatically.
5. Add the patient to the CRM. Connect to HubSpot, Pipedrive, or even Google Sheets with another node so every lead is logged with their preferences.
6. Schedule follow-ups. Use n8n’s Wait node to send a friendly reminder two days later if they have not replied.

Why AI makes this experience feel human

• The message includes the patient’s name, procedure, and suggested time slots.
• You can add conditionals: different tone for braces vs. cleaning, or extra care instructions for younger patients.
• You review the first few outputs inside n8n to fine-tune the prompt until it sounds like your real team.

Expand as you grow

• SMS confirmations: Add a Twilio node that sends a text reminder after the email is sent.
• File attachments: Automatically attach a PDF with insurance details or post-care tips.
• Internal alerts: Send a Slack or Teams message to your staff when a high-value procedure is requested.
• Recurring services: Use the CRM integration to tag patients for future cleaning campaigns. n8n can trigger a seasonal offer email automatically.

A single afternoon of setup turns a pile of form submissions into happy patients who feel heard right away. Your staff spends less time copying data and more time delivering brilliant smiles.