Workflow: Build a Phone Agent to qualify outbound leads and inbound calls with RetellAI -vide
Integrations: filter, gmail, googleSheets, googleSheetsTrigger, httpRequest, if, respondToWebhook, stickyNote, twilio, wait, webhook

{"id": "QO4Mg23JvVfNCICy", "meta": {"instanceId": "a2b23892dd6989fda7c1209b381f5850373a7d2b85609624d7c2b7a092671d44", "templateCredsSetupCompleted": true}, "name": "Build a Phone Agent to qualify outbound leads and inbound calls with RetellAI -vide", "tags": [{"id": "12w64ydbjEKDaM0B", "name": "inbound", "createdAt": "2025-05-06T20:31:43.427Z", "updatedAt": "2025-05-06T20:31:43.427Z"}, {"id": "xSqaFWDcbJCRECKZ", "name": "outbound", "createdAt": "2025-05-06T20:31:38.072Z", "updatedAt": "2025-05-06T20:31:38.072Z"}], "nodes": [{"id": "78f39980-c9f8-49b6-93bb-a1f61d347ac3", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [-240, 0], "parameters": {"width": 1260, "height": 320, "content": "# Outbound lead qualification call workflow"}, "typeVersion": 1}, {"id": "661006b9-dac7-4ac0-882a-2e0cba9dbae1", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [-240, 360], "parameters": {"color": 5, "width": 1260, "height": 320, "content": "# Inbound call appointment scheduler workflow"}, "typeVersion": 1}, {"id": "96a278b9-8d2e-4f85-9f6a-2997932a7ca4", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [1060, -420], "parameters": {"color": 4, "width": 1400, "height": 1100, "content": "# Post-call workflow\n## Triggers when a new lead is added in Google Sheets:\n\n### 1 -Sends SMS to remind rep to call in 5 min\n### 2- (Optional delay step)\n### 3- Triggers RetellAI to place an automated call to the lead\n\n## \ud83d\udca1 Requires phone numbers to be formatted in E.164"}, "typeVersion": 1}, {"id": "d082f904-f185-4615-b0d8-9438c731786f", "name": "Detect new lead in Google Sheets", "type": "n8n-nodes-base.googleSheetsTrigger", "position": [-160, 100], "parameters": {"event": "rowAdded", "options": {}, "pollTimes": {"item": [{"mode": "everyHour"}]}, "sheetName": {"__rl": true, "mode": "id", "value": "="}, "documentId": {"__rl": true, "mode": "id", "value": "="}}, "credentials": {"googleSheetsTriggerOAuth2Api": {"id": "pXaVMshaL2QzVDYh", "name": "Google Sheets Trigger account"}}, "typeVersion": 1}, {"id": "c61172c2-7795-47be-acaa-d4824ca69680", "name": "Send SMS reminder to call lead in 5 minutes", "type": "n8n-nodes-base.twilio", "position": [140, 100], "parameters": {"to": "={{ $json['Phone Number'] }}", "from": "+33600000000", "message": "Hello, thanks for your interest in our roofing services. We'll be calling you shortly to ask about your project!", "options": {}, "resource": "call"}, "credentials": {"twilioApi": {"id": "udXVmM3xHYZbMW4g", "name": "Twilio account"}}, "typeVersion": 1}, {"id": "d88573d4-ec99-40e4-8603-f1e910d034d1", "name": "Wait 5 minutes before making call", "type": "n8n-nodes-base.wait", "position": [460, 100], "webhookId": "344c2d5d-5629-4466-866b-ac6359b3b042", "parameters": {"unit": "minutes", "amount": 1}, "typeVersion": 1.1}, {"id": "d6778895-90dd-471e-9d9d-c48a35154291", "name": "Call new lead using RetellAI", "type": "n8n-nodes-base.httpRequest", "position": [760, 100], "parameters": {"url": "https://api.retellai.com/v2/create-phone-call", "method": "POST", "options": {}, "jsonBody": "={\n  \"from_number\": \"+33600000000\",\n  \"to_number\": \"{{ $json['Phone Number'] }}\",\n  \"retell_llm_dynamic_variables\": {\n    \"uuid\": \"{{ $('Detect new lead in Google Sheets').item.json.UUID }}\"\n  }\n}", "sendBody": true, "sendHeaders": true, "specifyBody": "json", "headerParameters": {"parameters": [{"name": "Authorization", "value": "Bearer key_XXXXXXXXX"}, {"name": "Content-Type", "value": "application/json"}]}}, "typeVersion": 4.2}, {"id": "8e7e7c0c-2600-4b20-ba30-b855d456d302", "name": "Receive inbound call from RetellAI (webhook)", "type": "n8n-nodes-base.webhook", "position": [-160, 460], "webhookId": "ebd11c9b-129c-4b59-8c27-9a4b567305f7", "parameters": {"path": "ebd11c9b-129c-4b59-8c27-9a4b567305f7", "options": {}, "httpMethod": "POST", "responseMode": "responseNode"}, "typeVersion": 2}, {"id": "36bf25b0-d39d-4127-b005-5e3619069744", "name": "Check if phone number exists in Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [300, 460], "parameters": {"options": {}, "filtersUI": {"values": [{"lookupValue": "={{ $json.body.call_inbound.from_number }}", "lookupColumn": "Phone Number"}]}, "sheetName": {"__rl": true, "mode": "id", "value": "="}, "documentId": {"__rl": true, "mode": "id", "value": "="}}, "credentials": {"googleSheetsOAuth2Api": {"id": "51us92xkOlrvArhV", "name": "Google Sheets account"}}, "typeVersion": 4.5}, {"id": "0b2dc7b9-84c1-488b-9d02-47cf6ee460c7", "name": "Send response to inbound webhook call", "type": "n8n-nodes-base.respondToWebhook", "position": [760, 460], "parameters": {"options": {}, "respondWith": "json", "responseBody": "={\n  \"call_inbound\": {\n    \"dynamic_variables\": {\n        \"name\": \"{{ $json.Name }}\"\n    }\n  }\n}"}, "typeVersion": 1.1}, {"id": "063a4a31-429f-4cf0-b248-869131e92633", "name": "Receive post-call data from RetellAI (webhook)", "type": "n8n-nodes-base.webhook", "position": [1180, 80], "webhookId": "f8878b78-43ea-4caa-b16c-cde9aaf2e9b1", "parameters": {"path": "f8878b78-43ea-4caa-b16c-cde9aaf2e9b1", "options": {}, "httpMethod": "POST"}, "typeVersion": 2}, {"id": "215e2031-983a-4785-b46d-026f64c115e4", "name": "Filter for analyzed calls only", "type": "n8n-nodes-base.filter", "position": [1400, 80], "parameters": {"options": {}, "conditions": {"options": {"version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict"}, "combinator": "and", "conditions": [{"id": "a0e40476-0054-43ec-b7a7-e872d1c6061a", "operator": {"name": "filter.operator.equals", "type": "string", "operation": "equals"}, "leftValue": "={{ $json.body.event }}", "rightValue": "call_analyzed"}]}}, "typeVersion": 2.2}, {"id": "f8cae0c3-1b5d-47e6-b7fd-b47558c30d3f", "name": "Check if call was outbound", "type": "n8n-nodes-base.if", "position": [1620, 80], "parameters": {"options": {}, "conditions": {"options": {"version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict"}, "combinator": "and", "conditions": [{"id": "46590184-4e33-48fd-a9f4-c63b13f88c1f", "operator": {"type": "string", "operation": "equals"}, "leftValue": "={{ $json.body.call.direction }}", "rightValue": "outbound"}]}}, "typeVersion": 2.2}, {"id": "8997d5ec-bfb9-4ce9-9e13-6035f02b634e", "name": "Update lead record in Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [1860, -40], "parameters": {"columns": {"value": {"UUID": "={{ $json.body.call.retell_llm_dynamic_variables.uuid }}", "Qualification": "={{ $json.body.call.call_analysis.custom_analysis_data.qualification }}"}, "schema": [{"id": "UUID", "type": "string", "display": true, "removed": false, "required": false, "displayName": "UUID", "defaultMatch": false, "canBeUsedToMatch": true}, {"id": "Name", "type": "string", "display": true, "required": false, "displayName": "Name", "defaultMatch": false, "canBeUsedToMatch": true}, {"id": "Phone Number", "type": "string", "display": true, "required": false, "displayName": "Phone Number", "defaultMatch": false, "canBeUsedToMatch": true}, {"id": "Datetime Called", "type": "string", "display": true, "required": false, "displayName": "Datetime Called", "defaultMatch": false, "canBeUsedToMatch": true}, {"id": "Qualification", "type": "string", "display": true, "required": false, "displayName": "Qualification", "defaultMatch": false, "canBeUsedToMatch": true}, {"id": "row_number", "type": "string", "display": true, "removed": true, "readOnly": true, "required": false, "displayName": "row_number", "defaultMatch": false, "canBeUsedToMatch": true}], "mappingMode": "defineBelow", "matchingColumns": ["UUID"], "attemptToConvertTypes": false, "convertFieldsToString": false}, "options": {}, "operation": "update", "sheetName": {"__rl": true, "mode": "id", "value": "="}, "documentId": {"__rl": true, "mode": "id", "value": "="}}, "credentials": {"googleSheetsOAuth2Api": {"id": "51us92xkOlrvArhV", "name": "Google Sheets account"}}, "typeVersion": 4.5}, {"id": "20757ff8-6604-4c80-96ec-32bfac983ed7", "name": "Send call summary email", "type": "n8n-nodes-base.gmail", "position": [2220, -40], "webhookId": "806ec3f9-8bcb-48ef-8e22-9d1ce3b06bf0", "parameters": {"sendTo": "youremail@gmail.com", "message": "=Name:\n{{ $json.body.call.call_analysis.custom_analysis_data.first_name }}\n\nNumber:\n{{ $json.body.call.call_analysis.custom_analysis_data.phone_number }}\n\nQualification:\n{{ $json.body.call.call_analysis.custom_analysis_data.qualification }}\n\n\nCall Summary:\n{{ $json.body.call.call_analysis.custom_analysis_data.call_summary }}", "options": {}, "subject": "=New Lead - Call Summary", "emailType": "text"}, "credentials": {"gmailOAuth2": {"id": "rKxQHWZ2F5XLJmwF", "name": "Gmail account"}}, "typeVersion": 2.1}, {"id": "753bd92d-b95b-4710-bf49-6da89a43223f", "name": "Generate call summary with OpenAI", "type": "@n8n/n8n-nodes-langchain.openAi", "position": [1860, 180], "parameters": {"modelId": {"__rl": true, "mode": "list", "value": "gpt-4.1", "cachedResultName": "GPT-4.1"}, "options": {}, "messages": {"values": [{"content": "=Analyze this call transcript to identify how the call went and identify possible improvements to the voice prompt:\n\n{{ $json.body.call.transcript }}"}]}}, "credentials": {"openAiApi": {"id": "6h3DfVhNPw9I25nO", "name": "OpenAi account"}}, "typeVersion": 1.8}, {"id": "cf600277-bb07-4f7a-a9b7-3e20017f716d", "name": "Send confirmation email to lead", "type": "n8n-nodes-base.gmail", "position": [2220, 180], "webhookId": "453fe9d9-1de6-40a2-bd0c-88cb9c1cc7ef", "parameters": {"sendTo": "youremail@gmail.com", "message": "=New roofing appointment:\n\nClient Name:\n{{ $('Check if call was outbound').item.json.body.call.call_analysis.custom_analysis_data.first_name }}\n\nClient Number:\n{{ $('Check if call was outbound').item.json.body.call.call_analysis.custom_analysis_data.phone_number }}\n\nAvailabilities:\n{{ $('Check if call was outbound').item.json.body.call.call_analysis.custom_analysis_data.availabilities }}\n\n\nCall Summary:\n{{ $('Check if call was outbound').item.json.body.call.call_analysis.call_summary }}\n\n\nChatGPT analysis of how the call went and suggestions for improving the voice prompt:\n{{ $json.message.content }}", "options": {}, "subject": "=Roofing Appointment Scheduled", "emailType": "text"}, "credentials": {"gmailOAuth2": {"id": "rKxQHWZ2F5XLJmwF", "name": "Gmail account"}}, "typeVersion": 2.1}, {"id": "f75763b6-0867-4625-89e1-cafa3c9e6e44", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [-240, -420], "parameters": {"width": 1260, "height": 400, "content": "# \u2705 General Workflow Explanation\n##  This workflow automates outbound and inbound lead calls with RetellAI, Google Sheets, OpenAI, and Gmail. It handles:\n\nScheduling and reminding outbound qualification calls\nHandling inbound appointment calls\nAutomatically updating records and sending summaries post-call\n\n## \ud83d\udc49 Dependencies:\n\nActive RetellAI API key\nGoogle Sheet set up with lead data\nGmail API credentials configured"}, "typeVersion": 1}], "active": false, "pinData": {}, "settings": {"executionOrder": "v1"}, "versionId": "879f8e4d-91d7-41fc-825d-08f2ef283c25", "connections": {"Check if call was outbound": {"main": [[{"node": "Update lead record in Google Sheets", "type": "main", "index": 0}], [{"node": "Generate call summary with OpenAI", "type": "main", "index": 0}]]}, "Filter for analyzed calls only": {"main": [[{"node": "Check if call was outbound", "type": "main", "index": 0}]]}, "Detect new lead in Google Sheets": {"main": [[{"node": "Send SMS reminder to call lead in 5 minutes", "type": "main", "index": 0}]]}, "Generate call summary with OpenAI": {"main": [[{"node": "Send confirmation email to lead", "type": "main", "index": 0}]]}, "Wait 5 minutes before making call": {"main": [[{"node": "Call new lead using RetellAI", "type": "main", "index": 0}]]}, "Update lead record in Google Sheets": {"main": [[{"node": "Send call summary email", "type": "main", "index": 0}]]}, "Send SMS reminder to call lead in 5 minutes": {"main": [[{"node": "Wait 5 minutes before making call", "type": "main", "index": 0}]]}, "Receive inbound call from RetellAI (webhook)": {"main": [[{"node": "Check if phone number exists in Google Sheets", "type": "main", "index": 0}]]}, "Check if phone number exists in Google Sheets": {"main": [[{"node": "Send response to inbound webhook call", "type": "main", "index": 0}]]}, "Receive post-call data from RetellAI (webhook)": {"main": [[{"node": "Filter for analyzed calls only", "type": "main", "index": 0}]]}}}