This n8n template demonstrates how to create a comprehensive marketing automation and booking system that combines Excel-based lead management with voice-powered customer interactions. The system utilizes VAPI for voice communication and Excel/Google Sheets for data management, making it ideal for restaurants seeking to automate marketing campaigns and streamline booking processes through intelligent voice AI technology.
Good to know
- Voice processing requires active VAPI subscription with per-minute billing
- Excel operations are handled in real-time with immediate data synchronization
- The system can handle multiple simultaneous voice calls and lead processing
- All customer data is stored securely in Excel with proper formatting and validation
- Marketing campaigns can be scheduled and automated based on lead data
How it works
Lead Management & Marketing Automation Workflow
- New Lead Trigger: Excel triggers capture new leads when customers are added to the lead management spreadsheet
- Lead Preparation: The system processes and formats lead data, extracting relevant details (name, phone, preferences, booking history)
- Campaign Loop: Automated loop processes through multiple leads for batch marketing campaigns
- Voice Marketing Call: VAPI initiates personalized voice calls to leads with tailored restaurant offers and booking invitations
- Response Tracking: All call results and lead responses are logged back to Excel for campaign analysis
Booking & Order Processing Workflow
- Voice Response Capture: VAPI webhook triggers when customers respond to marketing calls or make direct booking requests
- Response Storage: Customer responses and booking preferences are immediately saved to Excel sheets
- Information Extraction: System processes natural language responses to extract booking details (party size, preferred times, special requests)
- Calendar Integration: Booking information is automatically scheduled in restaurant management systems
- Confirmation Loop: Automated follow-up voice messages confirm bookings and provide additional restaurant information
Excel Sheet Structure
Lead Management Sheet
Column |
Description |
lead_id |
Unique identifier for each lead |
customer_name |
Customer's full name |
phone_number |
Primary contact number |
email |
Customer email address |
last_visit_date |
Date of last restaurant visit |
preferred_cuisine |
Customer's food preferences |
party_size_typical |
Usual number of guests |
preferred_time_slot |
Preferred dining times |
marketing_consent |
Permission for marketing calls |
lead_source |
How customer was acquired |
lead_status |
Current status (new, contacted, converted, inactive) |
last_contact_date |
Date of last marketing contact |
notes |
Additional customer information |
created_at |
Lead creation timestamp |
Booking Responses Sheet
Column |
Description |
response_id |
Unique response identifier |
customer_name |
Customer's name from call |
phone_number |
Contact number used for call |
booking_requested |
Whether customer wants to book |
party_size |
Number of guests requested |
preferred_date |
Requested booking date |
preferred_time |
Requested time slot |
special_requests |
Dietary restrictions or special occasions |
call_duration |
Length of VAPI call |
call_outcome |
Result of marketing call |
follow_up_needed |
Whether additional contact is required |
booking_confirmed |
Final booking confirmation status |
created_at |
Response timestamp |
Campaign Tracking Sheet
Column |
Description |
campaign_id |
Unique campaign identifier |
campaign_name |
Descriptive campaign title |
target_audience |
Lead segments targeted |
total_leads |
Number of leads contacted |
successful_calls |
Calls that connected |
bookings_generated |
Number of bookings from campaign |
conversion_rate |
Percentage of leads converted |
campaign_cost |
Total VAPI usage cost |
roi |
Return on investment |
start_date |
Campaign launch date |
end_date |
Campaign completion date |
status |
Campaign status (active, completed, paused) |
How to use
- Setup: Import the workflow into your n8n instance and configure VAPI credentials
- Excel Configuration: Set up Excel/Google Sheets with the required sheet structure provided above
- Lead Import: Populate the Lead Management sheet with customer data from various sources
- Campaign Setup: Configure marketing message templates in VAPI nodes to match your restaurant's branding
- Testing: Test voice commands such as "I'd like to book a table for tonight" or "What are your specials?"
- Automation: Enable triggers to automatically process new leads and schedule marketing campaigns
- Monitoring: Track campaign performance through the Campaign Tracking sheet and adjust strategies accordingly
The system can handle multiple concurrent voice calls and scales with your restaurant's marketing needs.
Requirements
- VAPI account for voice processing and natural language understanding
- Excel/Google Sheets for storing lead, booking, and campaign data
- n8n instance with Excel/Sheets and VAPI integrations enabled
- Valid phone numbers for lead contact and compliance with local calling regulations
Customising this workflow
- Multi-location Support: Adapt voice AI automation for restaurant chains with location-specific offers
- Seasonal Campaigns: Try popular use-cases such as holiday promotions, special event marketing, or loyalty program outreach
- Integration Options: The workflow can be extended to include CRM integration, SMS follow-ups, and social media campaign coordination
- Advanced Analytics: Add nodes for detailed campaign performance analysis and customer segmentation