Track Form Leads Directly into Your CRM

Track Form Leads Directly into Your CRM

Imagine getting a new lead from your website and… you don’t have to do anything. The lead goes right into your CRM (like HubSpot or Salesforce), is tagged with the right info, and you’re reminded to follow up. That’s not magic—it’s the power of automating your form leads, and it’s much easier than you think.

Why Automate This?

  • Zero manual copying: No more checking emails and pasting form responses into your CRM.
  • Faster response: Instantly add follow-up tasks so you never miss a hot lead.
  • Accurate tracking: Capture lead sources, UTM tags, and more—no errors or lost info.
  • Scales with you: Works whether you get 1 lead a week or 100 a day.

Step-by-Step Setup

Let’s walk through how to plug popular form tools (like Google Forms or Typeform) right into a CRM using n8n—a great workflow automation tool that won’t make your head spin. We’ll focus on two easy recipes anyone can use—pick the one that matches your tools.

1. Typeform to HubSpot (with n8n)

When someone fills out your Typeform, n8n catches the response and creates a contact in HubSpot. If the lead seems interested, n8n can even update the contact’s stage and send a follow-up email—automatically.

  • New response submitted on Typeform
  • n8n workflow triggers, pulls answers
  • n8n creates or updates a contact in HubSpot
  • Optional: If the form shows they’re ready to buy, n8n moves them further in your CRM pipeline and sends a thank you or next steps email

Visual:

Typeform → n8n → HubSpot (+ optional email)

Sample JSON payload from Typeform:

{
  "form_response": {
    "answers": [
      { "type": "text", "field": { "id": "name" }, "text": "Jane Smith" },
      { "type": "email", "field": { "id": "email" }, "email": "jane@example.com" },
      { "type": "boolean", "field": { "id": "interested" }, "boolean": true }
    ]
  }
}

Tips to customize:

  • Add more questions in Typeform—they’ll all flow into n8n.
  • Use n8n’s logic nodes to sort hot/cold leads or trigger different emails.
  • Connect other tools (Slack, Google Sheets, your calendar) if you want more notifications or records.

2. Google Forms to CRM with Lead Tracking (using UTM tags)

Want to know where your leads are coming from? Track lead sources (Google Ads, Facebook, etc.) right in your CRM by embedding UTM parameters in your form link. n8n scoops up all that data and pipes it into your CRM contact, so you know exactly which marketing works.

  • Visitor clicks a Google Forms link (with hidden URL parameters)
  • Google Forms collects their info + UTM data
  • n8n watches for new submissions, parses data
  • n8n creates a lead or contact in HubSpot/Salesforce (including source info)

Visual:

Google Forms → n8n → HubSpot or Salesforce

Sample JSON payload from Google Forms:

{
  "responses": [
    {
      "question": "Name",
      "answer": "Sam Lee"
    },
    {
      "question": "Email",
      "answer": "sam.lee@email.com"
    },
    {
      "question": "UTM Source",
      "answer": "facebook_ad"
    },
    {
      "question": "UTM Campaign",
      "answer": "launch2025"
    }
  ]
}

Tips to customize:

  • Modify forms to ask for details your sales team needs.
  • Set n8n to create follow-up tasks in the CRM—HubSpot or Salesforce nodes can do this automatically.
  • Use Google Sheets in the workflow if you want to keep a simple, searchable backup of all leads.

3. Salesforce Integration: Add Leads and Create Tasks Automatically

If you’re on Salesforce, n8n makes it easy to add new leads as they arrive—and even create follow-up tasks automatically for your sales reps.

  • n8n receives new form data (from Google Forms, Typeform, or even your website form)
  • n8n adds the lead as a Salesforce record
  • n8n uses Salesforce’s Task creation to assign reminders (for you or your team)

Visual:

Form → n8n → Salesforce (Lead + Task)

Sample JSON to create a Salesforce lead:

{
  "FirstName": "Alex",
  "LastName": "Brown",
  "Email": "alex.brown@mail.com",
  "LeadSource": "Google Search"
}

Sample JSON for a follow-up task:

{
  "WhoId": "003xx000004TmiAAAS",
  "Subject": "Follow up with new lead",
  "ActivityDate": "2025-06-12"
}

Tips to customize:

  • Use Salesforce’s built-in fields for source, status, etc.
  • Set activity dates or reminders based on when the lead was created.
  • Assign tasks to different users automatically based on rules (for example, by territory or industry).

Real Example: A Small Business Boosts Their Response Time

Let’s say you run a digital marketing agency. You use Typeform for your “Get a Quote” page. Each time someone fills out the form, here’s what happens (automatically):

  1. Client submits: Name, email, budget, “Are you ready to start now?”
  2. n8n catches it: The workflow grabs all answers.
  3. HubSpot updated: n8n creates the client as a new contact and tags the source as “Website Form.” If they’re ready now, it sets their stage to “Qualified” and sends a friendly intro email.
  4. Your sales team gets a task: Either in HubSpot or emailed via n8n, the right sales rep is tagged to follow up that day. No one slips through the cracks.
  5. Bonus: The lead data is copied to Google Sheets, so your team sees pipeline trends over time.

Result: Customers get a speedy response, your pipeline stays full, and your team focuses on selling—not copying data or checking inboxes.

Tools You’ll Need

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Final Thoughts

Even if you’re not “techy,” plugging your form leads right into your CRM is totally doable—and once it’s working, you’ll wonder why you ever touched a spreadsheet. With simple tools like Google Forms, Typeform, and n8n, your follow-up game goes pro. Give it an afternoon, and you’ll save hours every month—and never lose a lead again.

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