This n8n template demonstrates how to create a comprehensive marketing automation and booking system that combines Excel-based lead management with voice-powered customer interactions. The system utilizes VAPI for voice communication and Excel/Google Sheets for data management, making it ideal for restaurants seeking to automate marketing campaigns and streamline booking processes through intelligent voice AI technology.
Good to know
- Voice processing requires active VAPI subscription with per-minute billing
- Excel operations are handled in real-time with immediate data synchronization
- The system can handle multiple simultaneous voice calls and lead processing
- All customer data is stored securely in Excel with proper formatting and validation
- Marketing campaigns can be scheduled and automated based on lead data
How it works
Lead Management & Marketing Automation Workflow
- New Lead Trigger : Excel triggers capture new leads when customers are added to the lead management spreadsheet
- Lead Preparation : The system processes and formats lead data, extracting relevant details (name, phone, preferences, booking history)
- Campaign Loop : Automated loop processes through multiple leads for batch marketing campaigns
- Voice Marketing Call : VAPI initiates personalized voice calls to leads with tailored restaurant offers and booking invitations
- Response Tracking : All call results and lead responses are logged back to Excel for campaign analysis
Booking & Order Processing Workflow
- Voice Response Capture : VAPI webhook triggers when customers respond to marketing calls or make direct booking requests
- Response Storage : Customer responses and booking preferences are immediately saved to Excel sheets
- Information Extraction : System processes natural language responses to extract booking details (party size, preferred times, special requests)
- Calendar Integration : Booking information is automatically scheduled in restaurant management systems
- Confirmation Loop : Automated follow-up voice messages confirm bookings and provide additional restaurant information
Excel Sheet Structure
Lead Management Sheet
| Column | Description |
|---|
| lead_id | Unique identifier for each lead |
| customer_name | Customer's full name |
| phone_number | Primary contact number |
| email | Customer email address |
| last_visit_date | Date of last restaurant visit |
| preferred_cuisine | Customer's food preferences |
| party_size_typical | Usual number of guests |
| preferred_time_slot | Preferred dining times |
| marketing_consent | Permission for marketing calls |
| lead_source | How customer was acquired |
| lead_status | Current status (new, contacted, converted, inactive) |
| last_contact_date | Date of last marketing contact |
| notes | Additional customer information |
| created_at | Lead creation timestamp |
Booking Responses Sheet
| Column | Description |
|---|
| response_id | Unique response identifier |
| customer_name | Customer's name from call |
| phone_number | Contact number used for call |
| booking_requested | Whether customer wants to book |
| party_size | Number of guests requested |
| preferred_date | Requested booking date |
| preferred_time | Requested time slot |
| special_requests | Dietary restrictions or special occasions |
| call_duration | Length of VAPI call |
| call_outcome | Result of marketing call |
| follow_up_needed | Whether additional contact is required |
| booking_confirmed | Final booking confirmation status |
| created_at | Response timestamp |
Campaign Tracking Sheet
| Column | Description |
|---|
| campaign_id | Unique campaign identifier |
| campaign_name | Descriptive campaign title |
| target_audience | Lead segments targeted |
| total_leads | Number of leads contacted |
| successful_calls | Calls that connected |
| bookings_generated | Number of bookings from campaign |
| conversion_rate | Percentage of leads converted |
| campaign_cost | Total VAPI usage cost |
| roi | Return on investment |
| start_date | Campaign launch date |
| end_date | Campaign completion date |
| status | Campaign status (active, completed, paused) |
How to use
- Setup : Import the workflow into your n8n instance and configure VAPI credentials
- Excel Configuration : Set up Excel/Google Sheets with the required sheet structure provided above
- Lead Import : Populate the Lead Management sheet with customer data from various sources
- Campaign Setup : Configure marketing message templates in VAPI nodes to match your restaurant's branding
- Testing : Test voice commands such as "I'd like to book a table for tonight" or "What are your specials?"
- Automation : Enable triggers to automatically process new leads and schedule marketing campaigns
- Monitoring : Track campaign performance through the Campaign Tracking sheet and adjust strategies accordingly
The system can handle multiple concurrent voice calls and scales with your restaurant's marketing needs.
Requirements
- VAPI account for voice processing and natural language understanding
- Excel/Google Sheets for storing lead, booking, and campaign data
- n8n instance with Excel/Sheets and VAPI integrations enabled
- Valid phone numbers for lead contact and compliance with local calling regulations
Customising this workflow
- Multi-location Support : Adapt voice AI automation for restaurant chains with location-specific offers
- Seasonal Campaigns : Try popular use-cases such as holiday promotions, special event marketing, or loyalty program outreach
- Integration Options : The workflow can be extended to include CRM integration, SMS follow-ups, and social media campaign coordination
- Advanced Analytics : Add nodes for detailed campaign performance analysis and customer segmentation
