Automation library · Data collection

Place real estate AI outbound calls with Vapi

Started by another system calling it, and works across Airtable, Gmail, Google Sheets, Slack and one other. 20 steps, 2 branches, 3 loops or waits: a working afternoon to understand properly.

Medium

Download free
20 stepsMedium: a working afternoon
2Branches: places the flow splits
3Loops or waits
5Services it connects to

The flow

Starts it 2Logic 8Service 10

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

  1. 1Manual TriggerManual triggerStarts it
  2. 2Webhook - Receive Vapi Call ResultWebhookStarts it
  3. 3Set Customer Phone NumberSetLogic
  4. 4Extract & Normalise Call DataSetLogic
  5. 5Telegram - Send Call ResultTelegramService
  6. 6Slack - Post Call Result to Ops ChannelSlackService
  7. 7Vapi - Place Outbound CallHttp RequestService
  8. 8Log Call Result to Google SheetsGoogle SheetsService
  9. 9Is Qualified Lead? (>30s, Ended)IfLogic
  10. 10Telegram - Notify Call PlacedTelegramService
  11. 11Airtable – Log Qualified LeadAirtableService
  12. 12Airtable – Log All CallsAirtableService
  13. 13Wait 2 Min – Allow Call to CompleteWaitLogic
  14. 14Slack – Hot Lead AlertSlackService
  15. 15Poll Vapi – Get Call StatusHttp RequestService
  16. 16Wait 30s – Before Follow-up EmailWaitLogic
  17. 17Call Ended Successfully?IfLogic
  18. 18Gmail – Send Follow-up to Qualified LeadGmailService
  19. 19Limit – Max 3 Status PollsLimitLogic
  20. 20Wait 1 Min – Retry PollWaitLogic

How it's built

Starts on
Another system calling it
Steps
20, with 2 branches, 3 loops or waits
Size
Medium: a working afternoon
Connects to
Airtable, Gmail, Google Sheets, Slack, Telegram
Model
None. This is plumbing, not judgement

Questions

What does it need to run?

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

What starts it?

It starts on another system calling it.

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. 20 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 20 steps before you point it at anything that matters.