# AI calling agent with OpenAI: n8n workflow template

> Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/ai-calling-agent-with-openai (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# AI calling agent with OpenAI

Started by a clock, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 18 steps, 2 branches, 3 loops or waits: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-calling-agent-with-openai)

**18 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**3** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 1 Logic 9 Service 7

The steps in the order they run, from what starts it.

- 1 **Schedule Trigger - Daily 9 AM** Schedule trigger *Starts it*
- 2 **Read New Leads** Google Sheets *Service*
- 3 **Process One Lead at a Time** Split In Batches *Logic*
- 4 **Build Briefing Document** Set *Logic*
- 5 **Update Status to Calling** Google Sheets *Service*
- 6 **Initiate VAPI Call** Http Request *Service*
- 7 **Wait for Call to Complete** Wait *Logic*
- 8 **Get Call Details** Http Request *Service*
- 9 **Check If Call Ended** If *Logic*
- 10 **Extract Call Data** Set *Logic*
- 11 **Wait Before Retry** Wait *Logic*
- 12 **Analyze Call with AI** Open Ai *Model*
- 13 **Update Status - In Progress** Google Sheets *Service*
- 14 **Update Lead Record** Google Sheets *Service*
- 15 **Check If Qualified** If *Logic*
- 16 **Send Follow-up Email** Gmail *Service*
- 17 **Log No Follow-up** Set *Logic*
- 18 **Log Success** Set *Logic*

## How it's built

- **Starts on:** A clock
- **Steps:** 18, with 2 branches, 3 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 18 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 18 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-calling-agent-with-openai)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also data collection, with the same services where possible, closest in size first.

- [**AI-Powered Paperclip Task Assigner & Completion Tracker** 18 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/ai-powered-paperclip-task-assigner-and-completion-tracker)
- [**AI-powered customer feedback routing with Gmail and Slack** 18 steps · calls a model · Gmail, Notion](https://millionrounds.com/workflow/ai-powered-customer-feedback-routing-with-gmail-and-slack)
- [**Analyze Meta ads daily with Gemini and Google Sheets** 18 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/analyze-meta-ads-daily-with-gemini-and-google-sheets)
- [**Auto-reply to Instagram comments with Gemini and Google Sheets** 18 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/auto-reply-to-instagram-comments-with-gemini-and-google-shee)
- [**Automated job listing aggregator & AI cover letter generator** 18 steps · calls a model · Google Docs, Google Sheets](https://millionrounds.com/workflow/automated-job-listing-aggregator-and-ai-cover-letter-generat)
- [**Build reefer demurrage dispute packets with OpenAI and Dropbox** 18 steps · calls a model · Airtable, Dropbox](https://millionrounds.com/workflow/build-reefer-demurrage-dispute-packets-with-openai-and-dropb)