From Form to CRM: How I Automated My Client Inquiry System Using n8n, Notion, and Telegram
Discover how I built a simple automation that connects my website form with n8n, Notion, Telegram, and Google Workspace — so every client inquiry is handled instantly and automatically.
From Form to CRM: How I Automated My Client Inquiry System Using n8n, Notion, and Telegram
Running a business often means juggling client messages, inboxes, and follow-ups — and losing time to repetitive admin work.
That’s why I decided to automate the entire flow from the moment someone fills out the contact form on my website.
This article walks you through how I built it using n8n, Notion, Telegram, and Google Workspace — and how you can do the same.
🚨 The Problem
Every entrepreneur or small business owner knows this scenario:
A potential client fills out your website form.
Then you:
- Check your email.
- Copy the data into a CRM or spreadsheet.
- Manually send a confirmation email.
- Try not to forget to follow up.
It’s slow, easy to mess up, and takes time you could spend on your actual work.
💡 The Idea
I wanted to create a system that works instantly and automatically — no manual input required.
My goal was simple:
“When a client fills out my form, everything should flow automatically — notifications, confirmations, and CRM updates.”
⚙️ The Setup
Here’s the exact workflow I built:
1. Form Submission → n8n
When someone fills out the form on my services page, the data is sent directly to n8n, my automation platform.
It acts as the bridge that connects all the tools together.
2. n8n → Telegram Notification
As soon as a new inquiry comes in, n8n sends me a Telegram message.
This way, I know immediately when someone reaches out — even if I’m away from my desk.
💬 You can also use Slack, Discord, or another messaging app — n8n supports dozens of options.
3. n8n → Notion CRM
The same client information is automatically added to my Notion database, which I use as my lightweight CRM.
Each new entry includes:
- Name
- Message
- Submission time
- Status (e.g. New, In progress, Contacted)
This keeps everything organized without me touching a thing.
4. n8n → Email Confirmation
Finally, n8n triggers Google Workspace to send a professional confirmation email back to the client.
It simply says that I’ve received their message and will get in touch soon.
✉️ This small detail builds instant trust and professionalism.
⚡ The Result
Now, every inquiry from my website:
- Reaches me instantly via Telegram
- Is stored automatically in my Notion CRM
- Sends a confirmation email back to the client
- Requires zero manual work
The whole process runs in seconds — and I can focus on helping clients instead of chasing forms or emails.
🧩 Tools Used
| Tool | Purpose |
|---|---|
| n8n | Automation engine connecting all tools |
| Notion | My CRM & client tracking database |
| Telegram | Real-time notifications |
| Google Workspace | Email sending & confirmations |
🚀 Why It Matters
If you’re a small business owner, freelancer, or consultant, automating your client intake is one of the easiest ways to:
- Save hours every week
- Never miss a new inquiry
- Improve client experience from the first message
- Keep your CRM organized automatically
You don’t need to code — tools like n8n make this completely visual and flexible.
🧠 Final Thoughts
Automation doesn’t need to be complex to be effective.
This workflow is simple, but it’s made a real difference in how I run my business.
If you’d like to learn how to set this up for your own website, feel free to reach out — I’m happy to share the structure or even help you build it.
Created by Radek Venzhöfer
Helping businesses simplify their digital workflows with automation and no-code tools.