Automate outbound Vapi voice calls from new Google Sheets rows

This n8n automation connects your Google Sheets to Vapi, enabling you to automatically call new contacts as soon as their information is added to your spreadsheet. Instantly reach out with a personalized voice call from a Vapi AI assistant, based on any event that adds a new row to your sheet.

🧾 Requirements

Google Sheets

• Google Sheets credentials enabled and tested in n8n.
• A table in your Google Sheet formatted as follows:

Required Columns & Data Types

• Ensure all columns contain data in plain text format.
• Phone number field must never be empty and follow the E.164 international format: + + country code + phone number.

Vapi

• A Vapi account with credit.
• A connected phone number (to originate calls).
• An assistant (AI voice agent) created and ready to make calls.
• Your Vapi API key.

🔗 Useful Link

• Vapi Docs

🛠️ Comprehensive Setup Instructions

1. Prepare Your Google Sheet

• Create a Google Sheet with the required column names as listed above.
• Ensure your phone_number column is correctly formatted (international format, no spaces).
• Optionally, add columns such as first_name, email, or any field your workflow should use.

2. Set Up Google Sheets Credentials in n8n

• In n8n, go to "Credentials" and create Google Sheets credentials.
• Authenticate with your Google account and test the connection.

3. Configure the n8n Workflow

• Add a Google Sheets Trigger node:
  • Set trigger mode to "New Row".
  • Select your Google Sheet and worksheet.
• Add a Wait node:
  • Configure a wait time (e.g., 4 minutes) between trigger and next action.

4. Map & Set Vapi Fields

• Add a Set node:
  • Create fields required by the Vapi API:
    • phone_number_id: Copy from your Vapi dashboard.
    • assistant_id: Use the ID of your AI assistant.
    • api_key: Store securely (see n8n secret management).
    • to: Set as the Google Sheet's phone_number value.
      Example: {{ $json["phone_number"] }}
  • (Optional) Map extra fields from Sheet (e.g., first_name, email) for personalized calls.

5. Add the HTTP Request to Vapi

• Add an HTTP Request node:
  • Method: POST
  • URL: https://api.vapi.ai/call
  • Body parameters: Use all mapped fields from previous step.

6. Test the Workflow

• Add a new row to your Google Sheet.
• Verify that, after the wait period, Vapi attempts the call and uses personalized information.

🎨 Customization Options

• Personalize Calls Further:
  Add additional columns like first_name, product, or appointment_time in Google Sheets. Map these into the API call so Vapi can use them for dynamic greetings or contextual responses.
• Conditional Flows:
  Insert n8n logic nodes (IF, Switch) before making the Vapi call. For example, only call if a "Consent" column is TRUE, or select different assistants based on region or product interest.
• Multiple Assistants/Numbers:
  Store different assistant IDs or phone number IDs in columns, and dynamically route calls based on sheet data (e.g., region-specific assistants).
• Advanced Field Mapping:
  Pass any relevant sheet fields into the API payload and configure your Vapi assistant scripts to utilize these variables for high-touch, customized user interactions.

📇 Example Google Sheet Setup

• In n8n, map only those rows where consent=TRUE.

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