Reach new leads faster and keep records clean with an end to end call flow built on Google Sheets, Twilio, RetellAI, Gmail, and OpenAI. It suits sales teams that log leads in a sheet and want quick outbound calls, simple inbound handling, and clear follow up without manual work.

Here is how it runs. A new row in Google Sheets triggers the flow on a schedule. The lead gets a short wait, then an automated call is placed through RetellAI using the phone number and a UUID from the sheet. For inbound calls, RetellAI sends a webhook to n8n, which checks the number in Google Sheets and returns the right response. After each call, another webhook delivers call data. The flow filters for analyzed calls, checks if it was outbound, updates the lead row, creates a plain language summary with OpenAI, emails the summary to the team, and sends a confirmation email to the lead.

Setup is simple. You need E.164 phone numbers, a RetellAI API key, and Gmail access. Expect faster speed to lead, fewer missed follow ups, and better call notes. This is ideal for outbound qualification and inbound appointment requests in small to mid sized sales teams.

• Google Sheets trigger watches for new rows and starts the call flow on a schedule
• Twilio sends a reminder text so the lead expects the call
• Wait node adds a short delay before dialing to time outreach
• HTTP Request places an automated call through RetellAI with dynamic variables like UUID
• Inbound webhook receives live calls from RetellAI and checks the phone number in Google Sheets
• Post call webhook captures analyzed call data for follow up actions
• Filter and If nodes process only analyzed calls and branch for outbound calls
• Google Sheets update writes call outcomes and timestamps back to the lead row
• OpenAI generates a clear call summary in plain language
• Gmail sends the summary to your team and a confirmation email to the lead

• Reduce manual follow up from 60 minutes to 5 minutes per lead
• Cut response time by 80 percent with instant SMS and auto dial
• Improve data accuracy by 90 percent with automatic sheet updates
• Handle up to 5 times more leads without adding headcount
• Connect Google Sheets, Twilio, RetellAI, Gmail, and OpenAI in one flow

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Google Sheets, Twilio, RetellAI, Gmail and OpenAI. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, open the Google Sheets Trigger and Google Sheets nodes. In the Credential to connect with dropdown, click Create new credential, then follow the on screen steps to sign in with Google and allow Sheets access.
4. Double click the Twilio node. In Credential to connect with, Create new credential and enter your Twilio Account SID and Auth Token. Set the From number to your verified Twilio phone number that can place calls and send SMS.
5. Open the HTTP Request node that places calls. Add an Authorization header with your RetellAI API key and keep Content Type as application/json. Confirm the from_number and to_number fields match your Twilio number and the Phone Number column from Google Sheets in E.164 format.
6. Copy the Production URLs from the inbound and post call Webhook nodes. In your RetellAI dashboard, paste these URLs into the webhook settings for live call events and post call analytics. Save changes and send a test to confirm a 200 response.
7. Connect Gmail: open each Gmail node, choose Create new credential, and complete the OAuth sign in. Approve the requested scopes so emails can send from your account.
8. Connect OpenAI: open the OpenAI node, choose Create new credential, and paste your OpenAI API key from the OpenAI API settings page. Save the credential.
9. Set Google Sheets details in all Sheets nodes. Select the correct Document ID and Sheet name. Map columns such as UUID, Phone Number, Call Status, Call Summary, and any custom fields you track.
10. Check the Google Sheets Trigger poll time. If you need faster pickup, change the schedule from every hour to a shorter interval.
11. Run a full test: add a new row with a valid E.164 phone number and a UUID. Watch for the Twilio SMS, the RetellAI call, the sheet update, and the two emails. Review n8n execution logs if anything fails.
12. Troubleshoot tips: ensure phone numbers use E.164, verify Twilio From number is enabled for your region, confirm RetellAI API key and webhook URLs are correct, and check Gmail sending limits and OpenAI rate limits.