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

| Column Name | Example Value | Data Type | Notes | |---------------|----------------|-------------------|-----------------------------------------------| | phone_number | +11234567890 | Text (String) | Must include the + and country code, no spaces or dashes. Mandatory for workflow. | | (optional) | first_name | John | Text (String) | For call personalization. | | (optional) | email | test@email.com | Text (String) | For follow-ups or records. | | (additional)| Any extra info | | | Can be used for advanced customization. |

• 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.

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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

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🛠️ 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.

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🎨 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.

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📇 Example Google Sheet Setup

| phone_number | first_name | email | product | consent | |--------------|------------|------------------|------------|---------| | +11234567890 | John | j@email.com | Widget A | TRUE | | +44207123456 | Maria | maria@x.co.uk | Widget B | FALSE |

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

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