AI Call Summary + Email Automation System
This workflow captures outbound call data, generates AI-powered summaries, evaluates lead quality, and instantly delivers structured reports via email and Google Sheets. Built for sales and mortgage teams, it transforms raw conversations into actionable insights — improving follow-ups, tracking performance, and optimizing lead conversion.
What This Template Does?
- Captures outbound call data via webhook
- Extracts conversation summary using AI
- Evaluates lead qualification (Qualified / Not Qualified)
- Logs structured data into Google Sheets
- Sends formatted summary email instantly
- Tracks call metadata (duration, cost, outcome)
- Filters out irrelevant calls (voicemail, no answer, busy)
- Stores transcript and recording references
- Converts timestamps into readable format (EST/EDT)
- Pushes clean data to backend (SEBVM API)
Step-by-Step Setup Instructions
- Import workflow into n8n
- Configure webhook endpoint for Vapi call data
- Connect Google Sheets (lead tracking)
- Set up Gmail integration for email alerts
- Configure backend API endpoint (optional)
- Map incoming call fields (summary, status, phone)
- Add filtering rules (voicemail, missed calls)
- Test with sample outbound call
- Deploy workflow on server
- Activate real-time automation
Features
- AI-generated call summaries
- Automated qualification detection
- Real-time email notifications
- Structured CRM-ready data logging
- Call filtering logic (smart conditions)
- Timezone-aware timestamp formatting
- Cost and duration tracking
- Clean HTML email formatting
- Webhook-based real-time processing
- Seamless integration with voice AI (Vapi)
Key Benefits
- Converts calls into structured data instantly
- Eliminates manual call review
- Improves lead qualification accuracy
- Keeps team updated in real time
- Adds intelligence layer to outbound calling
- Enables better follow-up strategies
- Tracks cost vs performance per call
Requirements
- n8n automation platform
- Vapi (or any voice AI system)
- Google Sheets account
- Gmail / SMTP integration
- Backend API (optional for CRM sync)
- Webhook endpoint configuration
Target Audience
- Mortgage companies (SEB use case)
- Sales teams running outbound campaigns
- Call centers & telemarketing teams
- Lead generation agencies
- CRM & automation specialists
- AI-driven business operations teams