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Automate lead qualification with RetellAI Phone Agent, OpenAI GPT & Google Sheet

Dr. FirasDr. Firas
21167 views
2/3/2026
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👉 Build a Phone Agent to qualify outbound leads and schedule inbound calls

Who is this for?

This workflow is designed for sales teams, call centers, and businesses handling both outbound and inbound lead calls who want to automate their qualification, follow-up, and call documentation process without manual intervention. It’s ideal for teams using Google Sheets, RetellAI, OpenAI, and Gmail as part of their tech stack.

Real-World Use Cases

  • 🛍 E-commerce – Instantly handle product FAQs and order status checks, 24/7.
  • 🏬 Retail Stores – Share store hours, directions, and return policies without lifting a finger.
  • 🍽 Restaurants – Take reservations or answer menu questions automatically.
  • 💼 Service Providers – Book appointments or consultations while you focus on your craft.
  • 📞 Any Local Business – Deliver friendly, consistent phone support — no live agent required.

What problem is this workflow solving?

Managing lead calls at scale can be chaotic—between scheduling outbound qualification calls, handling inbound appointment requests, and making sure every call is documented and followed up. This workflow automates the entire process, reducing human error and saving time by:

  • ✅ Sending reminders to reps for outbound calls
  • ✅ Automatically placing calls with RetellAI
  • ✅ Handling inbound calls and checking caller details
  • ✅ Generating and emailing call summaries automatically

What this workflow does

This n8n template connects Google Sheets, RetellAI, OpenAI, and Gmail into a seamless workflow:

  1. Outbound Lead Qualification Workflow

    • Triggers when a new lead is added to Google Sheets
    • Sends an SMS notification to remind the rep to call in 5 minutes
    • (Optional) Waits 5 minutes
    • Initiates an automated call to the lead via RetellAI

  2. Inbound Call Appointment Scheduler

    • Receives inbound calls from RetellAI (via webhook)
    • Checks if the caller’s number exists in Google Sheets
    • Responds to RetellAI with a success or error message

  3. Post-Call Workflow

    • Receives post-call data from RetellAI
    • Filters only analyzed calls
    • Updates the lead’s record in Google Sheets
    • Uses OpenAI to generate a call summary
    • Emails the summary to a team inbox or rep

Setup

✅ You need an active RetellAI API key

  1. Sign up for RetellAI, create an agent, and set the webhook URLs (n8n_call for call events).
  2. Purchase a Twilio phone number and link it to the agent.

✅ Your Google Sheet must have a column for phone numbers (e.g., "Phone")
✅ Gmail account connected and authorized in n8n
✅ OpenAI API key added to your environment variables or credentials

  1. Configure your Google Sheets node with the correct spreadsheet ID and range
  2. Add your RetellAI API key to the HTTP request nodes
  3. Connect your Gmail account in the Gmail node
  4. Add your OpenAI key in the OpenAI node

👉 See full setup guide here: Notion Documentation

How to customize this workflow to your needs

  • Change SMS content: Edit the text in the “Send SMS reminder” node to match your team’s tone
  • Modify call wait time: Enable and adjust the “Wait 5 minutes” node to any delay you prefer
  • Add CRM integration: Replace or extend the Google Sheets node to update your CRM instead of a spreadsheet
  • Customize call summary prompts: Edit the prompt sent to OpenAI to change the summary style or add extra insights
  • Send email to different recipients: Change the recipient address in the Gmail node or make it dynamic from the lead record

Need help customizing?

Contact me for consulting and support : Linkedin

Automate Lead Qualification with Retell AI Phone Agent, OpenAI GPT, and Google Sheet

This n8n workflow automates the process of lead qualification by integrating a Retell AI phone agent with OpenAI's GPT capabilities and Google Sheets for data management. It allows you to automatically call leads, qualify them using an AI agent, record the conversation summary, and update their status in a Google Sheet.

What it does

This workflow performs the following key steps:

  1. Triggers on new Google Sheet rows: The workflow starts when a new row is added to a specified Google Sheet, acting as a new lead.
  2. Filters for "new" leads: It checks if the lead's status in the Google Sheet is "new" to ensure only uncontacted leads are processed.
  3. Initiates an AI phone call: For each "new" lead, it makes an HTTP request to Retell AI to initiate an automated phone call using a predefined AI agent.
  4. Waits for call completion: The workflow pauses, waiting for the AI phone call to conclude.
  5. Retrieves call transcript and summary: Once the call is complete, it fetches the conversation transcript and a summary generated by the Retell AI agent.
  6. Qualifies the lead with OpenAI: It sends the call transcript to OpenAI's GPT model to determine if the lead is "qualified" or "not qualified" based on the conversation.
  7. Updates Google Sheet:
    • If the lead is qualified, it updates the Google Sheet row with the "qualified" status, the OpenAI qualification reason, and the call summary.
    • If the lead is not qualified, it updates the Google Sheet row with the "not qualified" status, the OpenAI qualification reason, and the call summary.
  8. Sends Email Notification (Optional): If the lead is qualified, it sends an email notification via Gmail with the lead's details and the qualification summary.
  9. Responds to Webhook: After processing, it responds to the initial webhook trigger.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Google Sheets Account: A Google Sheet with lead information (e.g., phone_number, status, qualification_reason, call_summary).
  • Retell AI Account: An account with Retell AI to create and manage your AI phone agents.
  • OpenAI API Key: An OpenAI API key for using GPT to qualify leads.
  • Twilio Account: (Implied by the Twilio node, likely used by Retell AI for phone calls, or for custom SMS notifications if implemented).
  • Gmail Account: Configured credentials for sending emails via Gmail (for qualified leads).

Setup/Usage

  1. Import the workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Credentials:
    • Google Sheets: Set up your Google Sheets credentials to allow n8n to read from and write to your lead sheet.
    • Retell AI: Configure the HTTP Request node with your Retell AI API key and endpoint.
    • OpenAI: Provide your OpenAI API key in the OpenAI node.
    • Gmail: Set up your Gmail credentials for sending email notifications.
    • Twilio: If you intend to use the Twilio node directly (beyond Retell AI's internal use), configure its credentials.
  3. Update Google Sheet Trigger:
    • Specify the Spreadsheet ID and Sheet Name where your lead data resides.
    • Ensure the trigger is configured to listen for new rows.
  4. Customize the Retell AI Call:
    • In the HTTP Request node for Retell AI, configure the agent_id and the phone_number to call (using expressions to pull from the Google Sheet data).
  5. Adjust OpenAI Prompt:
    • In the OpenAI node, customize the prompt to guide GPT on how to qualify leads based on the call transcript.
  6. Configure Google Sheet Updates:
    • Ensure the Google Sheets nodes for updating rows are correctly mapped to the columns in your spreadsheet for status, qualification_reason, and call_summary.
  7. Customize Gmail Notification (Optional):
    • If using the Gmail node, customize the recipient, subject, and body of the email to include relevant lead and qualification details.
  8. Activate the Workflow: Once configured, activate the workflow. It will now automatically process new leads added to your Google Sheet.

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