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": "+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": {
"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 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
],
"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": "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": {
"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": "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": {
"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
Pro
For the full experience including quality scoring and batch install features for each workflow upgrade to Pro
How this works
Streamline your lead qualification process by automating phone interactions that qualify outbound leads and handle inbound calls, saving hours of manual outreach and ensuring no promising opportunity slips through. This workflow suits sales teams or small businesses managing high-volume leads, leveraging RetellAI for natural AI-driven conversations and Twilio for seamless call handling. The key step involves detecting new leads in Google Sheets, triggering a timed outbound call via RetellAI to assess interest, followed by processing inbound responses through a webhook for efficient follow-up.
Use this workflow when you need to qualify leads quickly without tying up your team, especially for real estate agents or SaaS providers dealing with inbound queries alongside outbound prospecting. Avoid it if your leads require highly customised scripts beyond AI capabilities or if compliance demands human-only interactions. Common variations include integrating OpenAI for personalised call scripts or adding Gmail notifications for qualified leads ready for nurturing.
About this workflow
Build a Phone Agent to qualify outbound leads and inbound calls with RetellAI -vide. Uses stickyNote, googleSheetsTrigger, twilio, httpRequest. Event-driven trigger; 18 nodes.
Source: https://github.com/Zie619/n8n-workflows — original creator credit. Request a take-down →
Related workflows
Workflows that share integrations, category, or trigger type with this one. All free to copy and import.
This template is ideal for HR teams, startup founders, operations leads, remote-first companies, and freelancers managing onboarding manually or across multiple tools.
Google Sheets Trigger, Jira, HubSpot Trigger +7
Printify Automation - Update Title and Description - AlexK1919. Uses manualTrigger, httpRequest, splitOut, splitInBatches. Event-driven trigger; 26 nodes.
HTTP Request, Tool Calculator, Tool Wikipedia +3
Deliver your product updates in a modern, accessible format. This workflow automatically transforms GitHub releases into podcast-style audio announcements and distributes them via email and Slack.
Github Trigger, Notion, OpenAI +5
Wait Http. Uses stickyNote, httpRequest, lmChatOpenAi, googleSheets. Event-driven trigger; 17 nodes.
HTTP Request, OpenAI Chat, Google Sheets +4
ASO Analyzer. Uses formTrigger, httpRequest, openAi, googleSheets. Event-driven trigger; 17 nodes.
Form Trigger, HTTP Request, OpenAI +3