AI-Powered Company Prospect Validation & Email Notification Workflow (Outlook)
Automatically qualify company prospects from Excel, assess their relevance and risk, and receive email notifications, enabling faster, data-driven decision-making and improved lead management.
Automate company prospect validation with this AI-powered n8n and Outlook workflow. Instantly analyze prospects from Excel, assess business relevance and risk levels, and send qualification results via automated emails.
Documentation
Description
This workflow automates the validation and background checking of company prospects sourced from an Excel sheet. Using AI, it evaluates each company based on its region, business activity, and service relevance to determine qualification status. The system ensures that high-risk or restricted businesses are disqualified automatically, while qualified companies are flagged for follow-up and internal preparation.
This workflow template is fully flexible and adaptable to your organization’s needs. By simply updating the Background Checking or Information Extractor node prompts, you can tailor the AI validation logic and evaluation criteria to align with your own business rules or compliance requirements.
Workflow Steps:
- Import company prospect data from Excel sheet.
- AI agent analyzes each record and assigns scores based on service relevance and business risk level.
- Verify each record against disqualification conditions (high-risk regions or restricted business sectors).
- Determine the qualification outcome: "Qualified" or "Not Qualified".
- Generate background research details for qualified companies.
- Send internal notification email to the designated Person in Charge (PIC).
- Send client notification email containing qualification results.
- Update reply status and follow-up count for continuous tracking and engagement.
Benefits for Customers / Users
- Automated Validation – Accelerates the process by automatically checking company profiles against established qualification criteria.
- Transparent Risk Scoring – Provides consistent scoring for relevance and business risk, improving decision-making clarity.
- Streamlined Communication – Sends automated notifications to both internal teams and clients with relevant updates.
- Operational Efficiency – Reduces manual workload and human error, ensuring accurate and repeatable validation.
- Follow-Up Tracking – Enables organized tracking of communications and follow-up status for better prospect management.
- Customizable Framework – Easily adjustable to incorporate new validation rules, scoring models, or data sources as business needs evolve.
Tools Used
- n8n – Core workflow automation platform used to orchestrate all steps.
- AI Agent (OpenAI / LLM Integration) – Processes and validates company information, applying customizable scoring criteria.
- Outlook Node – Automates the delivery of qualification and research emails.
- Excel Node – Imports, reads, and updates prospect data seamlessly within the workflow.
