Every 10 minutes

Qualify buyer enquiry emails into your Airtable CRM

Each buyer enquiry email becomes a scored Airtable record with budget, area and timeline already filled in.

Runs: Every 10 minutes
Apps: Airtable, Gmail
AI: Yes, uses the built-in AI allowance
Access: Gmail gmail.readonly, gmail.send; Airtable write

Send this to your assistant

Create a ClickRuntime automation: when a buyer enquiry email arrives, extract their budget, area and timeline, score how ready they are to buy, and add them to my Airtable CRM.

Paste it into your assistant. It tells you what it will send or change before it runs live.

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First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

An estate agent receives dozens of buyer enquiries a week from property portals, her website and direct emails. Each is written differently: some give a budget and move date, others just ask if a flat is still available. She reads them all, types the details into her CRM, and tries to remember who sounded serious.

Pulling out the budget, area and timeline and scoring each enquiry as it arrives gives you a CRM that is ready to work from. Estate agents, mortgage brokers and other businesses that live on inbound enquiries use it to call serious buyers first.

What you get out of it

Serious buyers rise to the top
A readiness score based on budget and timeline tells you who to call this morning and who to add to a newsletter.
No retyping enquiries
Budget, area and timeline are filled in for you, so the CRM is complete without manual entry.
Enquiries from every source in one place
Portal leads, website forms and direct emails all end up in the same table in the same shape.
Better matching to properties
With budget and area recorded consistently, it is easy to filter buyers when a new property comes on the market.

How it works

What happens, step by step

Every few minutes ClickRuntime checks your Gmail for new buyer enquiries.
It skips any email it has already added to the CRM.
AI reads each enquiry, picks out the budget, area and timeline, and gives it a readiness score.
A new record with the buyer's details and score is added to your Airtable CRM.

Before it runs live

Connect Airtable
Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail

What you get

RunsEvery 10 minutes

Qualify buyer enquiry emails into your Airtable CRMtoday, 9:00Succeeded

Airtable · BuyersAlex Morgan | Budget 450,000 | Riverside or Old Town | Moving by March | Score 82

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Change what the AI looks for, or how it writes the result
Add another app, for example also send it to Slack
Combine it with other Airtable and Gmail steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

qualify_inbound_leads_from_email_into_airtable_crm.pyexample

from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, state, ai, report_fetched

BASE, TABLE = "appXXXXXXXX", "Buyers"
SCHEMA = {"type": "object", "properties": {"name": {"type": "string"}, "budget": {"type": "string"}, "area": {"type": "string"},
          "timeline": {"type": "string"}, "score": {"type": "integer"}}}

@on_trigger
def run(event):
    gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).users()
    seen = set(state.get("seen") or [])
    msgs = [m for m in gmail.messages().list(userId="me", q="subject:enquiry newer_than:2d").execute().get("messages", []) if m["id"] not in seen]
    report_fetched(len(msgs))
    if not msgs:
        return {"summary": "Nothing new"}
    for m in msgs:
        msg = gmail.messages().get(userId="me", id=m["id"]).execute()
        sender = next(h["value"] for h in msg["payload"]["headers"] if h["name"] == "From")
        f = ai.generate(f"Buyer enquiry:\n{msg['snippet']}\nExtract name, budget, area, timeline and score readiness to buy 0-100.", json_schema=SCHEMA, max_output_tokens=150).json
        http.post(f"https://api.airtable.com/v0/{BASE}/{TABLE}", headers={"Authorization": f"Bearer {credentials.secret('AIRTABLE_API_KEY')}"},
                  json={"fields": {"Name": f.get("name"), "Email": sender, "Budget": f.get("budget"), "Area": f.get("area"),
                                   "Timeline": f.get("timeline"), "Score": f.get("score")}})
        seen.add(m["id"])
    state.set("seen", list(seen)[-1000:])
    return {"added": len(msgs)}

FAQ

Common questions

What if the email does not mention a budget?

The field is left blank and the score reflects the missing information. You can fill it in after your first call.

Which emails does it look at?

Emails that match a search you choose, such as messages from property portals or with "enquiry" in the subject. Other email is ignored.

How is the score worked out?

It weighs how specific the budget, area and timeline are and how soon the person wants to move. You can describe what a ready buyer looks like for your business.

What permissions does it need?

Gmail gmail.readonly, gmail.send; Airtable write. Nothing else in your accounts is used.

Does it need AI?

Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.

How many runs does it use?

One run each time it checks. Checks that find nothing new and stop right away aren't counted.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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