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

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