Dr. Firas 
This workflow corresponds to n8n.io template #3912 — we link there as the canonical source.
This workflow follows the Gmail → Google Sheets recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"id": "QO4Mg23JvVfNCICy",
"meta": {
"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": {
"name": "<your credential>"
}
},
"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": "+1234567890",
"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": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "d88573d4-ec99-40e4-8603-f1e910d034d1",
"name": "Wait 5 minutes before making call",
"type": "n8n-nodes-base.wait",
"position": [
460,
100
],
"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 YOUR_TOKEN_HERE"
},
{
"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
],
"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": {
"name": "<your credential>"
}
},
"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
],
"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": {
"name": "<your credential>"
}
},
"typeVersion": 4.5
},
{
"id": "20757ff8-6604-4c80-96ec-32bfac983ed7",
"name": "Send call summary email",
"type": "n8n-nodes-base.gmail",
"position": [
2220,
-40
],
"parameters": {
"sendTo": "user@example.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": {
"name": "<your credential>"
}
},
"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": {
"name": "<your credential>"
}
},
"typeVersion": 1.8
},
{
"id": "cf600277-bb07-4f7a-a9b7-3e20017f716d",
"name": "Send confirmation email to lead",
"type": "n8n-nodes-base.gmail",
"position": [
2220,
180
],
"parameters": {
"sendTo": "user@example.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": {
"name": "<your credential>"
}
},
"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,
"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
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
gmailOAuth2googleSheetsOAuth2ApigoogleSheetsTriggerOAuth2ApiopenAiApitwilioApi
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About this workflow
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,…
Source: https://n8n.io/workflows/3912/ — original creator credit. Request a take-down →
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