# AI-Powered Order Collection system with Vapi Phone Calls: n8n workflow

> Started by a clock, and works across Google Sheets. 19 steps, 2 branches, 2 loops or waits: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/ai-powered-order-collection-system-with-vapi-phone-calls (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [E-commerce](https://millionrounds.com/workflows?category=E-commerce#library)

# AI-Powered Order Collection system with Vapi Phone Calls

Started by a clock, and works across Google Sheets. 19 steps, 2 branches, 2 loops or waits: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-powered-order-collection-system-with-vapi-phone-calls)

**19 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**2** Loops or waits

**1** Service it connects to

## The flow

Starts it 2 Logic 7 Service 10

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

- 1 **Daily 9 AM Trigger** Schedule trigger *Starts it*
- 2 **When clicking ‘Execute workflow’** Manual trigger *Starts it*
- 3 **Read Customer List** Google Sheets *Service*
- 4 **Filter Active Customers** Filter *Logic*
- 5 **Loop Through Customers** Split In Batches *Logic*
- 6 **Loop Complete** Http Request *Service*
- 7 **Place AI Phone Call** Http Request *Service*
- 8 **Check If Call Succeeded** If *Logic*
- 9 **Wait 90 Seconds** Wait *Logic*
- 10 **Get Call Results** Http Request *Service*
- 11 **Extract Order Data** Code *Logic*
- 12 **Save Order to Sheet** Google Sheets *Service*
- 13 **Read Inventory** Google Sheets *Service*
- 14 **Check Inventory Level** Code *Logic*
- 15 **Stock Check Branch** If *Logic*
- 16 **Send WhatsApp Confirmation** Http Request *Service*
- 17 **Send WhatsApp Out of Stock** Http Request *Service*
- 18 **Update Status to CONFIRMED** Google Sheets *Service*
- 19 **Update Status to OUT OF STOCK** Google Sheets *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 19, with 2 branches, 2 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Google Sheets
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Google Sheets account. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a clock.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 19 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 19 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-powered-order-collection-system-with-vapi-phone-calls)
- **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.

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

## Workflows like it

Also e-commerce, with the same services where possible, closest in size first.

- [**Extract website intelligence & classify ecommerce URLs** 19 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/extract-website-intelligence-and-classify-ecommerce-urls)
- [**Generate scalable e-commerce product images with OpenAI** 19 steps · calls a model · Google Drive, Google Sheets](https://millionrounds.com/workflow/generate-scalable-e-commerce-product-images-with-openai)
- [**3D Product Video Generator from 2D Image for E-Commerce Stores** 20 steps · Gmail, Google Drive](https://millionrounds.com/workflow/3d-product-video-generator-from-2d-image-for-e-commerce-stor)
- [**Abandoned cart recovery for Shopify with Gmail** 18 steps · Airtable, Gmail](https://millionrounds.com/workflow/abandoned-cart-recovery-for-shopify-with-gmail)
- [**Calculate Shopify variant prices from Google Sheets with Slack** 18 steps · Google Sheets, Slack](https://millionrounds.com/workflow/calculate-shopify-variant-prices-from-google-sheets-with-sla)
- [**Cart abandonment pro automation with Google Sheets and Slack** 18 steps · Email, Google Sheets](https://millionrounds.com/workflow/cart-abandonment-pro-automation-with-google-sheets-and-slack)