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Automate Lead Calling with VAPI, Google Sheets Logging, and Calendar Bookings

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Created by: Meak || meak

Meak

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Last update 3 days ago

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Auto-Call Leads from Google Sheets with VAPI → Log Results + Book Calendar

This workflow calls new leads from a Google Sheet using VAPI, saves the call results, and (if there’s a booking request) creates a Google Calendar event automatically.

Benefits

  • Auto-call each new lead from your call list
  • Save full call outcomes back to Google Sheets
  • Parse “today/tomorrow + time” into a real datetime (IST)
  • Auto-create calendar events for bookings/deliveries
  • Batch-friendly to avoid rate limits

How It Works

  1. Trigger: New row in Google Sheets (call_list).
  2. Prepare: Normalize phone (adds +), then process in batches.
  3. Call: Send number to VAPI (/call) with your assistantId + phoneNumberId.
  4. Receive: VAPI posts results to your Webhook.
  5. Store: Append/Update Google Sheet with: name, role, company, phone, email, interest level, objections, next step, notes, etc.
  6. Parse Time: Convert today/tomorrow + HH:MM AM/PM to start/end in IST (+1 hour).
  7. Book: Create Google Calendar event with the parsed times.
  8. Respond: Send response back to VAPI to complete the cycle.

Who Is This For

  • Real estate / local service teams running outbound calls
  • Agencies doing voice outreach and appointment setting
  • Ops teams that want call logs + auto-booking in one place

Setup

  • Google Sheets Trigger: select your spreadsheet Vapi_real-estate and tab call_list.
  • VAPI Call: set assistantId, phoneNumberId, and add Bearer token.
  • Webhook: copy the n8n webhook URL into VAPI so results post back.
  • Google Calendar: set the calendar ID (e.g., [email protected]).
  • Timezone: the booking parser formats times to Asia/Kolkata (IST).
  • Batching: adjust SplitInBatches size to control pace.

ROI & Monetization

  • Save 2–4 hours/week on manual dialing + data entry
  • Faster follow-ups with instant booking creation
  • Package as an “AI Caller + Auto-Booking” service ($1k–$3k/month)

Strategy Insights

In the full walkthrough, I show how to:

  • Map VAPI tool call JSON safely into Sheets fields
  • Handle missing/invalid times and default to safe slots
  • Add no-answer / retry logic and opt-out handling
  • Extend to send Slack/email alerts for hot leads

Check Out My Channel

For more voice automation workflows that turn leads into booked calls, check out my YouTube channel where I share the exact setups I use to win clients and scale to $20k+ monthly revenue.