n8n Email Leads Engagement AI Agent With Handoff to Human Loop
Take your lead engagement to the next level with this powerful, ready-to-use AI Sales Agent workflow — built for seamless email conversations, intelligent follow-ups, and smart human handoffs.
Important: This n8n workflow is configured for custom domain emails, not Gmail or outlook etc. The dedicated custom email will be used as an SMTP email to engage leads only.
Guide to set that up here: https://community.n8n.io/t/how-to-configure-smtp-on-n8n-using-a-cpanel-email-add-a-dmarc-record/113056
Make sure you optimize and update the system message of the agent when you are setting up the workflow. Replace our details with yours to make sure it is personalized to you.
🚀 What It Does
This workflow turns an OpenAI-powered agent into your automated email sales assistant. It connects directly to your email inbox and responds to inbound leads using personalized, context-aware replies.
It uses vector memory (Pinecone) to analyze all past conversations with each lead, so it never repeats itself or sends irrelevant content. When things get complex — like pricing questions, booked meetings, or off-topic issues — it hands off smoothly to a human and even notifies your team.
⚙️ What’s Included
- 🔌 Plug-and-Play Workflow
Just connect it to your inbox — no code needed. It works out of the box and replies to leads instantly and intelligently. - 🧠 Context Memory with Pinecone + OpenAI Embeddings
Every lead's past email thread is stored in Pinecone, so the agent always has full context when replying. No more redundant messages. - 🧩 Advanced Reasoning with DeepSeek
DeepSeek enables high-level reasoning so your agent can analyze, summarize, and respond like a skilled human assistant. - 📅 Dynamic Call Scheduling
Based on the conversation, the AI picks the right meeting link:- Free Consultation
- Solution Demo
- Project Exploration
- ✋ Human Handoff Workflow (with Notification)
When human help is needed (e.g. pricing, specific questions), the AI:- Stops replying
- Logs the lead to a Google Sheet (with name, email, convo summary, handoff reason, and date)
- Triggers a custom HTML marker for notification
🧠 Smart Conversation Scenarios
- ✅ Understands lead intent and tone
- 🤖 Responds only with new, relevant info
- 💬 Summarizes use cases, answers questions
- 📩 Invites leads to book a meeting (at the right time)
- 📥 Stops replying when a human should take over
🧩 Tools Used
- DeepSeek R1 for LLM reasoning
- Pinecone for long-term vector memory
- OpenAI Embeddings for context search
- Google Sheets API for handoff tracking (open this template and make a copy)
- Cal.com for scheduling links
💼 Perfect For
- Solo founders
- B2B startups
- SaaS teams
- Sales reps who want to automate cold and warm lead replies
- Anyone tired of manually replying to every inbound email
🔧 Setup Instructions
- Connect your agent to your email inbox.
- Link your Pinecone vector store and Google Sheet.
- Paste in the provided system prompt.
- Add your booking links.
- That’s it — the AI is ready to go!
✅ Outcome
A fully autonomous sales agent that’s always-on, context-aware, and knows exactly when to hand off leads to you.
No more leads slipping through the cracks.