Automate AI Phone Booking & CRM Updates with GPT-4, VAPI.AI, and GHL

This n8n workflow automates the process of handling incoming phone calls, leveraging AI to understand the conversation, determining if a booking is needed, and updating a CRM system accordingly. It integrates VAPI.AI for call transcription and AI interaction, GPT-4 (via OpenAI) for sophisticated decision-making, and GHL (GoHighLevel) for CRM updates.

What it does

This workflow streamlines your customer interaction and CRM management by:

1. Receiving Call Data: It starts by listening for incoming call data via a webhook, likely from a VAPI.AI integration or a similar call handling service.
2. AI-Powered Conversation Analysis: It uses an AI Agent powered by an OpenAI Chat Model (GPT-4) and a Simple Memory to analyze the call transcript. This agent is configured to understand the conversation context and determine if a booking is required.
3. Conditional Logic for Booking: It employs an 'If' node to check the AI Agent's output. If the AI determines that a booking is needed, the workflow proceeds down the 'True' branch.
4. Booking and CRM Update (Conditional):
   • If Booking Needed: It makes an HTTP Request to an external API (likely GHL or a booking system) to create or update a booking.
   • If No Booking Needed: It sends an email, potentially as a notification or a follow-up, indicating that no booking was made.
5. General CRM Update: Regardless of whether a booking was made, it performs another HTTP Request to update the CRM, ensuring the call details and AI analysis are logged.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Webhook Endpoint: An external system (e.g., VAPI.AI) configured to send call data to the n8n webhook.
• OpenAI API Key: For the OpenAI Chat Model (GPT-4) and OpenAI nodes.
• VAPI.AI Account (Implied): Based on the directory name, VAPI.AI is likely used to provide the call data to the webhook.
• GoHighLevel (GHL) Account (Implied): Based on the directory name, GHL is likely the CRM being updated via HTTP requests. You'll need API access and relevant endpoints.
• SMTP Credentials: For the "Send Email" node, if the 'False' branch of the 'If' node is utilized.

Setup/Usage

1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
2. Configure Webhook:
   • Activate the "Webhook" node and copy its URL.
   • Configure your external call handling system (e.g., VAPI.AI) to send call data (transcripts, caller info, etc.) to this URL.
3. Configure Credentials:
   • OpenAI: Set up your OpenAI API credentials in n8n for the "OpenAI Chat Model" and "OpenAI" nodes.
   • HTTP Request (CRM/Booking): Update the "HTTP Request" nodes with the correct API endpoints, authentication (e.g., API keys, tokens), and payload structure for your CRM (GHL) and/or booking system.
   • Send Email: If you plan to use the email notification, configure your SMTP credentials for the "Send Email" node.
4. Customize AI Agent:
   • Review the "AI Agent" node's prompt and tool definitions to ensure it accurately understands your booking criteria and interaction logic.
   • Adjust the "Simple Memory" settings if needed for conversational context.
5. Adjust 'If' Logic:
   • Modify the conditions in the "If" node to precisely match how you want to interpret the AI Agent's output for booking decisions.
6. Activate Workflow: Once all configurations are complete, activate the workflow.