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 |
| e-mail
|
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 Response Sheet
| Column |
Description |
| response_id
|
Unique response identifier |
| customer_name
|
Customer's name from call |
| phone_number
|
Contact number used for calling |
| 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
|
Targeted lead segments |
| 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 |
| king
|
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 leads, bookings, and campaign data
-
n8n instance with Excel/Sheets and VAPI integrations enabled
-
Valid phone numbers for lead contact and compliance with local calling regulations
Customizing 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
