# Place real estate AI outbound calls with Vapi: n8n workflow

> Started by another system calling it, and works across Airtable, Gmail, Google Sheets, Slack and one other.

Source: https://millionrounds.com/workflow/place-real-estate-ai-outbound-calls-with-vapi (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)

# 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](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fplace-real-estate-ai-outbound-calls-with-vapi)

**20 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**3** Loops or waits

**5** Services it connects to

## The flow

Starts it 2 Logic 8 Service 10

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

- 1 **Manual Trigger** Manual trigger *Starts it*
- 2 **Webhook - Receive Vapi Call Result** Webhook *Starts it*
- 3 **Set Customer Phone Number** Set *Logic*
- 4 **Extract & Normalise Call Data** Set *Logic*
- 5 **Telegram - Send Call Result** Telegram *Service*
- 6 **Slack - Post Call Result to Ops Channel** Slack *Service*
- 7 **Vapi - Place Outbound Call** Http Request *Service*
- 8 **Log Call Result to Google Sheets** Google Sheets *Service*
- 9 **Is Qualified Lead? (>30s, Ended)** If *Logic*
- 10 **Telegram - Notify Call Placed** Telegram *Service*
- 11 **Airtable – Log Qualified Lead** Airtable *Service*
- 12 **Airtable – Log All Calls** Airtable *Service*
- 13 **Wait 2 Min – Allow Call to Complete** Wait *Logic*
- 14 **Slack – Hot Lead Alert** Slack *Service*
- 15 **Poll Vapi – Get Call Status** Http Request *Service*
- 16 **Wait 30s – Before Follow-up Email** Wait *Logic*
- 17 **Call Ended Successfully?** If *Logic*
- 18 **Gmail – Send Follow-up to Qualified Lead** Gmail *Service*
- 19 **Limit – Max 3 Status Polls** Limit *Logic*
- 20 **Wait 1 Min – Retry Poll** Wait *Logic*

## 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.

## 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%2Fplace-real-estate-ai-outbound-calls-with-vapi)
- **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.

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

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

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