Qualify inbound leads with Vapi voice AI and log results to Google Sheets

Open on n8n.io

$20/month : Unlimited workflows

2500 executions/month

Try free

THE #1 IN WEB SCRAPING

Scrape any website without limits

Try free

HOSTINGER

Early Deal
DISCOUNT 20%

Self-hosted n8n

Unlimited workflows - from $4.99/mo

Try free

#1 hub for scraping, AI & automation

6000+ actors - $5 credits/mo

Try free

1. Workflow Overview

Who is this for Agencies, sales teams, and service businesses who want to instantly qualify inbound leads with an AI powered phone call — no manual follow up needed. What it does This workflow capt...

Best for

Lead Generation automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.formtrigger, n8n-nodes-base.code, n8n-nodes-base.if, n8n-nodes-base.googlesheets, n8n-nodes-base.httprequest, n8n-nodes-base.wait, n8n-nodes-base.limit, n8n-nodes-base.stickynote

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Alejandro Alfonso.

Original n8n.io source

1.1 Workflow description

Title: Qualify inbound leads with Vapi voice AI and log results to Google Sheets
Workflow name: Qualify inbound leads with Vapi voice AI and log results to Google Sheets

Who is this for

Agencies, sales teams, and service businesses who want to instantly qualify inbound leads with an AI-powered phone call — no manual follow-up needed.

What it does

This workflow captures leads via a web form, validates their phone number, and immediately triggers an AI voice call through Vapi. The AI assistant qualifies the lead through a natural conversation, extracting structured data about service interest, motivation, urgency, budget, and intent. Everything gets logged to Google Sheets.

Captures lead info via a web form (name, phone, email, company, role, request, company size)
Validates the phone number format (US 10-digit) and logs invalid numbers separately
Calls the lead instantly via Vapi AI voice assistant
Polls until the call completes, handling voicemails and completed calls differently
Logs results to Google Sheets with AI-extracted qualification insights

How to set up

Create a Vapi account and configure a voice assistant with structured outputs for: Service Interest, Motivation, Urgency, Past Experience, Budget, Intent
Create a Google Sheet with these headers: Date · Name · Phone · Email · Company · Role · Request · Company Size · Service Interest · Motivation · Urgency · Past Experience · Budget · Intent? · Status
Replace YOUR_VAPI_ASSISTANT_ID and YOUR_VAPI_PHONE_NUMBER_ID in the Call Lead node's JSON body
Replace the YOUR_*_UUID placeholders in the Log Complete node with your Vapi structured output UUIDs
Paste your Google Sheet URL into all three Google Sheets nodes
Connect Bearer Auth (Vapi API key) and Google Sheets credentials
Activate the workflow and share the form URL

Requirements

n8n account (cloud or self-hosted)
Vapi account with a configured voice assistant and phone number
Google Sheets (one sheet with the column headers above)

How to customize

Edit the form fields to match your intake needs
Adjust the Vapi assistant prompt for your industry and qualification criteria
Change the initial wait time (default 60s) based on your typical call length
Add email or Slack notifications when high-intent leads are detected

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - On form submission

Type / Role: n8n-nodes-base.formTrigger - formTrigger
Config choices: Version 2.4

Block 2 - Standardize Data

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 3 - Incorrect Phone?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 4 - Log Incorrect Phone

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 5 - Call Lead

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 6 - Wait

Type / Role: n8n-nodes-base.wait - wait
Config choices: Version 1.1

Block 7 - Get Call Details

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.3

Block 8 - Limit

Type / Role: n8n-nodes-base.limit - limit
Config choices: Version 1

Block 9 - Ended?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 10 - Polling

Type / Role: n8n-nodes-base.wait - wait
Config choices: Version 1.1

Block 11 - Voicemail?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.3

Block 12 - Log Voicemail

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 13 - Log Complete

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 14 - Sticky Note Main

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 15 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 16 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 17 - Sticky Note4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 18 - Sticky Note5

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Qualify inbound leads with Vapi voice AI and log results to Google Sheets
Complexity	advanced
Nodes	18
Categories	Lead Generation, AI Chatbot
Author	Alejandro Alfonso
Published	08 Mar 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/13948/13948.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Lead Generation workflows AI Chatbot workflows

Frequently asked questions

What does Qualify inbound leads with Vapi voice AI and log results to Google Sheets do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Lead Generation, AI Chatbot use case.

Alejandro Alfonso

5 workflows

Nodes

n8n-nodes-base.formtrigger n8n-nodes-base.code n8n-nodes-base.if n8n-nodes-base.googlesheets n8n-nodes-base.httprequest n8n-nodes-base.wait n8n-nodes-base.limit n8n-nodes-base.stickynote

Complexity

advanced

Published 08 Mar 2026

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/13948/13948.json

Share Your Workflow

Have a useful automation to share? Publish it and help the community.

Submit Your Template How to Submit

Related Workflows

Find LinkedIn engagement opportunities with Apify, Gemini, Google Sheets and Slack

## Quick overview Youtube Video: https://youtu.be/ehsagyRmri4 This workflow runs on a schedule to scrape recent LinkedIn posts with Apify, stores and evaluates them in Google Sheets using Google Gemini, then enriches shortlisted authors with Apify profile data, saves profile results to a second Sheet, and sends Slack alerts for comment and connection opportunities. ## How it works 1. Runs on a schedule and sets the Ideal Customer Profile (ICP) text used for evaluation. 2. Scrapes LinkedIn posts from Apify using the configured search query and merges the results with existing rows from a Google Sheets “Linkedin_Outreach_oppurtunities” sheet. 3. Limits processing to two posts, upserts the post details into Google Sheets, and sends each post’s content to Google Gemini to score whether it is a comment opportunity. 4. If the post is marked as an opportunity with a confidence score above 80, the workflow updates the corresponding Google Sheets row with the AI reasoning and suggested comment angle. 5. Aggregates the qualified opportunities, compares their author profile URLs against an existing “Profile_scraper” Google Sheet, and keeps only authors that are not already present. 6. Scrapes each new author profile with an Apify profile scraper, uses Google Gemini to score ICP match, saves the profile details and qualification summary to the “Profile_scraper” Google Sheet, and posts a Slack message with the shortlisted profile link. 7. Separately, a Google Sheets trigger watches the opportunities sheet for row updates and sends a Slack alert containing the post link, reasoning, and comment angle. ## Setup 1. Add Apify credentials and verify the actor IDs and input parameters for the LinkedIn post scraper and the profile scraper. 2. Configure Google Sheets access (service account for read/write nodes and a Google Sheets Trigger OAuth connection) and update the document IDs/sheet tabs for both the opportunities sheet and the profile sheet. 3. Add Google Gemini (Google PaLM) credentials and confirm the selected Gemini model names in both AI evaluation steps. 4. Add Slack credentials, choose the target channel, and adjust the Slack message text if needed. 5. Customize the ICP text and the LinkedIn search query/posted time window to match the audience and volume you want to monitor.

View

Enrich existing HubSpot company records with Veridion

## Quick Overview This workflow manually enriches existing HubSpot companies using Veridion, skipping records already marked as enriched and updating HubSpot with matched company details like industry, location, and key firmographics. ## How it works 1. Runs when you manually execute the workflow. 2. Fetches up to 100 companies from HubSpot and includes key properties such as name, domain, phone, and the custom veridion_enriched flag. 3. Stops with a clear error if the veridion_enriched property is missing, otherwise filters to only companies not yet marked as enriched. 4. Retrieves full details for each selected HubSpot company and sends its name, domain/website, and phone to Veridion for enrichment. 5. Checks whether Veridion returns a match and skips companies without a match. 6. Maps key Veridion fields and updates the HubSpot company record with enriched details and sets veridion_enriched to true. ## Setup 1. Create the HubSpot company custom properties veridion_enriched (boolean/checkbox) and veridion_industry (single-line text). 2. Add HubSpot App Token credentials and ensure the HubSpot company list request includes veridion_enriched, veridion_industry, name, domain/website, phone, and hs_object_id. 3. Add Veridion API credentials and confirm your HubSpot companies have at least a name plus a domain/website or phone for best matching.

View

Identify company decision makers with Coresignal and Google Sheets

## Quick Overview This workflow manually pulls company website data from Google Sheets, finds matching companies in Coresignal, and searches for decision-maker employees. It then writes the resulting contact and company details back to a dedicated “Decision makers” sheet in Google Sheets. ## How it works 1. Manually starts the workflow and reads company rows from a Google Sheets spreadsheet. 2. Normalizes each company website URL into a clean domain and searches Coresignal for the matching company by website domain. 3. Processes companies in batches and writes placeholder “no employee found” company details to the “Decision makers” sheet in Google Sheets. 4. For each matched company, searches Coresignal for current employees whose titles match common executive and leadership roles. 5. If the title-based search does not return a single employee ID, runs a broader Coresignal decision-maker search that excludes HR-related roles and departments. 6. Retrieves detailed employee (and, when needed, company) fields from Coresignal and appends or updates the “Decision makers” sheet with names, titles, emails, LinkedIn URLs, and company information. ## Setup 1. Create a Google Sheets OAuth2 connection and set the source sheet (companies with a Website field) and the target “Decision makers” sheet in the Google Sheets nodes. 2. Create a Coresignal API credential in n8n and ensure your plan supports company and employee Elasticsearch DSL search and profile retrieval. 3. Confirm your input sheet includes a website column named either Website or website, and adjust the Coresignal title/department filters to match the decision-maker roles you want to capture.

View

Need Custom Automation?

Get help designing a custom n8n workflow that connects your stack and fits your process.

Qualify inbound leads with Vapi voice AI and log results to Google Sheets

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Who is this for

What it does

How to set up

Requirements

How to customize

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - On form submission

Block 2 - Standardize Data

Block 3 - Incorrect Phone?

Block 4 - Log Incorrect Phone

Block 5 - Call Lead

Block 6 - Wait

Block 7 - Get Call Details

Block 8 - Limit

Block 9 - Ended?

Block 10 - Polling

Block 11 - Voicemail?

Block 12 - Log Voicemail

Block 13 - Log Complete

Block 14 - Sticky Note Main

Block 15 - Sticky Note2

Block 16 - Sticky Note3

Block 17 - Sticky Note4

Block 18 - Sticky Note5

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions